Workspace Coordinator

1 week ago

London, Greater London, United Kingdom Next Plc Full time

Job Purpose: 

Facilitate and manage the day to day operations of  Glen House.  You will ensure the smooth and efficient running of the office, facilities management and Health & Safety requirements. Creating a positive employee experience and maintaining a professional yet welcoming environment.

Workspace

  • Manage the front desk to ensure it is always kept neat and tidy and all visitors in a friendly and professional manner
  • Answer calls to the main switchboard ensuring that calls are forwarded or messages taken
  • Ensure meeting rooms and general office spaces are kept tidy and presentable at all times
  • Manage room booking calendars for Glen House 
  • Liaise with NEXT Facilities department to report faults via online system
  • Maintain relationships and ensure competitive pricing with suppliers of office equipment, consumables, carriers and miscellaneous requirements.
  • Create and ensure all Workspace information on Group Intranet is updated 
  • Maintain relationship with cleaning company as needed and report issues
  • Manage facilities contracts for all waste including general waste, cardboard, sanitary and food
  • Manage courier contracts with DHL, Superior Logistics and Absolutely
  • Support, advise or redirect staff with their queries over IT, mobiles, landlines, carriers, etc.
  • Liaise with recruitment on new starters needs
  • Manage laptop record ensuring all employees have working equipment and all equipment is accounted for
  • Manage administration expenses including invoices 
  • Budget tracking
  • Book couriers and taxis as required

H&S

  • Responsible for ensuring Glen House is a safe workplace environment without risk to health, ensuring all areas are kept within H&S guidelines
  • Collaborate with AP Coordinator to ensure all H&S policies, procedures, rules and regulations are adhered to, reviewed, updated and communicated in line with NEXT H&S procedures
  • Ensure Fire Grab Bags and First Aid Boxes are stocked up at Glen House 
  • Investigate, Log and report any H&S incidents
  • Ensure E&W team maintain Fire Warden and First Aider levels for number of employees,arrange FA and FM training and gifting 
  • Quarterly update to FW & FA at Glen House
  • Ensure employee allergies and workplace adjustments are recorded and accounted for

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