Workplace Services Coordinator

Department
: Workplace Services

Location
: Edinburgh

Office days and hours:
Monday-Friday, 09:30-17:00

Role
: Workplace Services Coordinator

The Team

Workplace Services are dedicated to delivering an exceptional and consistent customer centric service through innovative and sustainable solutions. We have a drive for continuous improvement to ensure the services that we deliver align to the needs of our customers.

The Role

To carry out a range of office service style tasks in support of core Clyde & Co business. Job holders will be required to undertake a range of routine procedures and use associated tools and equipment. Some personal initiative will be required.

Working closely and collaboratively with the Property & Facilities Management, Workplace Services and Legal Support teams to deliver a range of client, administrative and team associated services to ensure exceptional client service, both externally and internally.

Able to manage shifting priorities whilst maintaining impeccable customer service, the role is focused on providing an exceptional customer journey. Being professional at all times, meeting targets and supporting the office is part of the day-to-day activity.

Remaining calm under pressure you will approach demanding situations in an accommodating and diplomatic matter. A self-motivated individual will support their colleagues to deliver seamless customer service and exceed targets.

Key Responsibilities

Proactively assist with the delivery of professional and efficient support services to the office, including but not exclusive to:

• Play a leading role as an ambassador of Workplace Services and FM.
• Assisting in the day-to-day coordination of office services to include reception, hospitality, switchboard queries, staff welfare, office maintenance, partner support.
• Oversee the reception, meeting rooms and communal areas to ensure high standards are maintained.
• Ensure the safety and security of visitors and staff including understanding the first aid policies and procedures reporting any incidents as appropriate  Provision and control of security access passes in conjunction with the security provider.
• Manage and coordinate meeting room requests as per the booking information provided on Condeco, ensuring layout, functionality, equipment, and catering is provided as requested.
• Proactively manage stock levels relating to stationery, refreshments, and catering to ensure adequate stocks and in line with budgets.
• Undertake general administrative tasks as part of our central administration team, to support the wider needs of the business/partners including the monitoring and actioning of central mailboxes.
• Support the Property & Facilities team acting as point of contact for any reactive or scheduled maintenance activity
• Be proactive in logging jobs with the Property & Facilities Helpdesk, following through to resolution, ensuring end users are kept updated  Responsible for issuing purchase orders and the authorisation of invoices within areas of responsibility and in line with budgets
• Responsible for coordinating activities on site for new starters ensuring they have the necessary IT and workplace equipment, liaising with the relevant departments as required. Coordinate activities for leavers ensuring all company assets are returned.
• Support with any queries relating to direct deliveries Customer Service.
• Provide an excellent service to clients to be recognised as a "go to" person.
• Assist with day-to-day issues and offer assistance and solutions wherever possible, consistently, and appropriately update service users on progress where appropriate.
• Act as a point of contact and interface between facilities, workplace services and legal support as well as other internal departments eg. IT, Finance.
• Seek opportunities to collaborate with the wider teams to enhance the client experience.
• Work with the wider team to ensure delivery of agreed KPI's appropriate to the business.
• Demonstrate flexibility in supporting clients and assisting the wider team as required Communication.
• Communicate regularly with the Property & Facilities Management, Workplace Services and Legal Support Managers and staff at all levels to ensure exceptional service.

Essential Skills & Experience

• A competent knowledge of Health and Safety process and procedures.
• Professional, with a positive "can do" ethos willing to go the extra mile to deliver exceptional service  Strong technical skills with the ability to utilise electronic systems and packages to effectively manage day to day tasks to increase efficiencies.
• Demonstrates a willingness to make suggestions in support of a continuous improvement culture  Effectively manages time with the ability to prioritise workload to meet changing needs.
• Ability to work independently in a high-pressure environment.
• A strong team player with a high degree of initiative and self confidence who understands the need to work collaboratively to deliver services for the benefit of the team/firm.
• Strong attention to detail with the ability to work to tight deadlines, planning and prioritising workload to achieve service delivery.
• Excellent verbal and written communication skills with the ability to build and maintain constructive and supportive relationships.
• Takes ownership to actively develop knowledge and skills, demonstrating a willingness to broaden experience to ensure service delivery.
• Proficient in the use of Microsoft suite packages.
• Strong oral and written communication skills Business Services

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

We offer a range of tailored benefits and support, including healthcare, retirement planning and wellbeing initiatives.

Clyde & Co is proud to be an equal opportunities employer. Our core values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.

Please take a moment to read our privacy notice carefully. This describes what personal information Clyde & Co (we) may hold about you, what it's used for, how it's obtained, your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.