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Workplace Facilities Co-Ordinator
| Posting date: | 08 November 2024 |
|---|---|
| Hours: | Full time |
| Closing date: | 08 December 2024 |
| Location: | EH12 5BH |
| Company: | Mitie |
| Job type: | Permanent |
| Job reference: | 65087 |
Summary
Position: Workplace Facilities Co-Ordinator/Receptionist
Salary: £26,500 per annum
Hours: 40 hours per week, Monday to Friday
About the Role:
We are excited to offer an excellent opportunity for a seasoned Workplace Concierge/Facilities Coordinator to join our team in a prestigious five-star corporate setting in a fast paced environment committed to Customer Excellence.
Key Responsibilities:
· Serve as the primary point of contact for all internal and external visitors, ensuring a warm and professional welcome. This will include being the first point of contact on the reception as well as rotating with your colleagues to ensure a cross trained flexible team with a common goal.
· Deliver exceptional service standards in all activities and interactions.
· Collaborate seamlessly with the Workplace Team to provide integrated support to our client.
· Foster strong relationships with key stakeholders, anticipating their needs and ensuring a positive and productive work environment for both colleagues and clients.
· Facilitate courier deliveries, data archiving, and mail movement for the business.
· Manage and order stationery stock for the business.
· Ensure a tidy and clean appearance across the floor, including desks, collaboration spaces, and breakout areas.
· Act as the first point of contact for FM-related issues, logging calls on behalf of building occupants and directing them to the appropriate department.
· Communicate regularly with each Floor Lead through monthly meetings to address issues, queries, and outstanding works.
· Maintain a visible presence on the floors.
· Manage and allocate workplace lockers in accordance with client protocols.
· Support incident management for fire evacuations in line with client protocols.
· Set up and manage all meeting spaces, overseeing bookings using the Condeco desk booking system.
· Assist with the management and coordination of small works on the floors.
· Provide staff inductions, explaining agile working practices, health and safety elements such as fire alarms, and general wayfinding information.
· Maintain constant communication with all other service lines to ensure seamless delivery to building occupants.
· Fulfill all reasonable requests from visitors and colleagues to ensure their comfort, satisfaction, and safety.
· Coordinate and collate management information as required by the Soft Services Manager, including reports, service failures, work volumes, contract performance, and audit results.
· Work with other service lines to ensure kitchens and fridges are cleared of perishables at the end of each week.
· Undertake periodic reviews of service delivery to identify areas for improvement and cost savings.
· First Aid and Mental Health training is desired but can be provided.
· Complete all mandatory e-learning modules and toolbox talks.
· Coordinate and support events from conception to delivery, requiring communication with the host.
· Provide flexibility to support the team during leave and sickness cover.
· Offer IT technology support for meeting rooms and personal spaces, including Microsoft Teams Room technology and AV equipment.
· Support any reasonable request made by your line manager.
Must Have:
· Proficiency with the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook, and the ability to support printing and audio-visual solutions.
· Proven experience in a strong customer service environment.
· High-quality interpersonal skills, with excellent written and spoken communication abilities for both individuals and groups.
· Self-discipline and the ability to work independently, making decisions without needing to refer to a line manager.
· A flexible and adaptable approach to work, with strong problem-solving skills. · The ability to handle conflict situations positively.
Salary: £26,500 per annum
Hours: 40 hours per week, Monday to Friday
About the Role:
We are excited to offer an excellent opportunity for a seasoned Workplace Concierge/Facilities Coordinator to join our team in a prestigious five-star corporate setting in a fast paced environment committed to Customer Excellence.
Key Responsibilities:
· Serve as the primary point of contact for all internal and external visitors, ensuring a warm and professional welcome. This will include being the first point of contact on the reception as well as rotating with your colleagues to ensure a cross trained flexible team with a common goal.
· Deliver exceptional service standards in all activities and interactions.
· Collaborate seamlessly with the Workplace Team to provide integrated support to our client.
· Foster strong relationships with key stakeholders, anticipating their needs and ensuring a positive and productive work environment for both colleagues and clients.
· Facilitate courier deliveries, data archiving, and mail movement for the business.
· Manage and order stationery stock for the business.
· Ensure a tidy and clean appearance across the floor, including desks, collaboration spaces, and breakout areas.
· Act as the first point of contact for FM-related issues, logging calls on behalf of building occupants and directing them to the appropriate department.
· Communicate regularly with each Floor Lead through monthly meetings to address issues, queries, and outstanding works.
· Maintain a visible presence on the floors.
· Manage and allocate workplace lockers in accordance with client protocols.
· Support incident management for fire evacuations in line with client protocols.
· Set up and manage all meeting spaces, overseeing bookings using the Condeco desk booking system.
· Assist with the management and coordination of small works on the floors.
· Provide staff inductions, explaining agile working practices, health and safety elements such as fire alarms, and general wayfinding information.
· Maintain constant communication with all other service lines to ensure seamless delivery to building occupants.
· Fulfill all reasonable requests from visitors and colleagues to ensure their comfort, satisfaction, and safety.
· Coordinate and collate management information as required by the Soft Services Manager, including reports, service failures, work volumes, contract performance, and audit results.
· Work with other service lines to ensure kitchens and fridges are cleared of perishables at the end of each week.
· Undertake periodic reviews of service delivery to identify areas for improvement and cost savings.
· First Aid and Mental Health training is desired but can be provided.
· Complete all mandatory e-learning modules and toolbox talks.
· Coordinate and support events from conception to delivery, requiring communication with the host.
· Provide flexibility to support the team during leave and sickness cover.
· Offer IT technology support for meeting rooms and personal spaces, including Microsoft Teams Room technology and AV equipment.
· Support any reasonable request made by your line manager.
Must Have:
· Proficiency with the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook, and the ability to support printing and audio-visual solutions.
· Proven experience in a strong customer service environment.
· High-quality interpersonal skills, with excellent written and spoken communication abilities for both individuals and groups.
· Self-discipline and the ability to work independently, making decisions without needing to refer to a line manager.
· A flexible and adaptable approach to work, with strong problem-solving skills. · The ability to handle conflict situations positively.