Colleague Services Co-ordinator
| Posting date: | 18 June 2025 |
|---|---|
| Hours: | Full time |
| Closing date: | 18 July 2025 |
| Location: | YO90 1WR |
| Company: | Mitie |
| Job type: | Permanent |
| Job reference: | 77301 |
Summary
Job OverviewColleague Services Coordinator plays a key role in ensuring that all colleagues within an Aviva building will receive service excellence whilst working within an Aviva workplace. The successful candidate will have an excellent eye for detail, be able to effectively deliver all soft services within the York offices and ensure standards are upheld, plus providing support to the Colleague services team that cover the North Region. They will also have sound knowledge of safe practices, be familiar with flow/best practise cleaning and act in a supporting role to the onsite teams when delivering events. The role will be required to deliver exemplary standards across the York offices and act as an ambassador for the housekeeping, grounds waste service for the national estate and ensure that all landscaping and winter requirements are managed appropriately.
Main Duties
-Manage all aspects of site services across the York offices (Cleaning, Waste, Pest control, events and M&E)
-Ensure the team have the right tools and equipment to perform their duties
-Review and complete all aspects of risk assessments and method statements
-Manage and ensure that all periodicals are completed in a timely manor
-Audit the building to ensure that standards are exceptional and maintained
-Planning of holiday, vacancies to ensure that service is not impacted
-Responsibility for operational delivery to our Building, including any grounds and/or loading bay/car park areas
-Ordering of all consumables
-Support and encourage ideas for innovation (recycling, reducing, re-use and better ways of working)
-Ensure that any events within the building are well supported with housekeeping duties
-Work with other supply partners in a collaborative approach
-Manage and assess performance across the team
-Manage winter gritting programme with suppliers Ability to support and manage on-site event activity where required by the business
-Maintain working relationships with all suppliers onsite (even if not managed by ISS)
-Working with your peers across other sites to support but also learn new ways of working
-Managing the meeting rooms in the office, ensuring bookings are made for the rooms and the rooms are set up as required to accommodate the different types of meetings.
-Liaise with Aviva colleagues on site and to be the onsite point of contact for Corporate Services.
-Manage the stock replenishing of free issue refreshments, including the collection of deliveries and issuing in the breakout space.
-Responsible for the collection of post and issue to Aviva colleagues
-Responsible or the ordering and stocking of stationery, including printer paper and toners.
-Liaising with the Colleague services Manager and reporting any workplace issues via the helpdesk
-Liaise with the building management team to ensure that all landlord related issues are raised and managed to completion in a timely manner.
-Provide Broker events support and co-ordination.
-Completing daily walk rounds ensuring site is tidy, organised and a safe working environment for building users.
-Complete cleaning audits and raise any cleaning concerns to the on site team.
-Logging jobs on the system. Chasing and updating colleagues on progress.
What we are looking for
-A friendly and approachable demeanour
-Inquisitive - being interested and curious in workplace environment
-Team player
-Ability to build relationships quickly
-Proactive
-Appearance conscious
-Confident & tenacious
-Excellent eye for detail
-Sense of urgency
-A high level of flexibility and a positive attitude to innovation and change
-IOSH or NEBOSH (preferred)
-Good general level of education, preferably to higher education
-Ideal professional qualifications & memberships (eg. MBIFM)
-A minimum of 3 years' experience in facilities management in a corporate environment
-Computer literate - good Excel, Word and PowerPoint skills with an ability to extract data from various systems and create professional reports Computer skills
-Strong customer and client focus with a passion for delivering excellent customer service
-Supplier management - must have experience of managing soft service provision
-Evidence of managing performance within large teams across within a high-pressure environment
-Proven track record of achievement
-Able to work out of hours to support service delivery needs as necessary
-Ability to motivate, lead and develop people
-Ability to interface across all levels of the organisation
-Excellent written and verbal communication.
-Excellent time management and organisational skills
-Ability to react quickly and decisively using own initiative when faced with a problem or issue
-Ability to work under pressure and to tight deadlines.
Main Duties
-Manage all aspects of site services across the York offices (Cleaning, Waste, Pest control, events and M&E)
-Ensure the team have the right tools and equipment to perform their duties
-Review and complete all aspects of risk assessments and method statements
-Manage and ensure that all periodicals are completed in a timely manor
-Audit the building to ensure that standards are exceptional and maintained
-Planning of holiday, vacancies to ensure that service is not impacted
-Responsibility for operational delivery to our Building, including any grounds and/or loading bay/car park areas
-Ordering of all consumables
-Support and encourage ideas for innovation (recycling, reducing, re-use and better ways of working)
-Ensure that any events within the building are well supported with housekeeping duties
-Work with other supply partners in a collaborative approach
-Manage and assess performance across the team
-Manage winter gritting programme with suppliers Ability to support and manage on-site event activity where required by the business
-Maintain working relationships with all suppliers onsite (even if not managed by ISS)
-Working with your peers across other sites to support but also learn new ways of working
-Managing the meeting rooms in the office, ensuring bookings are made for the rooms and the rooms are set up as required to accommodate the different types of meetings.
-Liaise with Aviva colleagues on site and to be the onsite point of contact for Corporate Services.
-Manage the stock replenishing of free issue refreshments, including the collection of deliveries and issuing in the breakout space.
-Responsible for the collection of post and issue to Aviva colleagues
-Responsible or the ordering and stocking of stationery, including printer paper and toners.
-Liaising with the Colleague services Manager and reporting any workplace issues via the helpdesk
-Liaise with the building management team to ensure that all landlord related issues are raised and managed to completion in a timely manner.
-Provide Broker events support and co-ordination.
-Completing daily walk rounds ensuring site is tidy, organised and a safe working environment for building users.
-Complete cleaning audits and raise any cleaning concerns to the on site team.
-Logging jobs on the system. Chasing and updating colleagues on progress.
What we are looking for
-A friendly and approachable demeanour
-Inquisitive - being interested and curious in workplace environment
-Team player
-Ability to build relationships quickly
-Proactive
-Appearance conscious
-Confident & tenacious
-Excellent eye for detail
-Sense of urgency
-A high level of flexibility and a positive attitude to innovation and change
-IOSH or NEBOSH (preferred)
-Good general level of education, preferably to higher education
-Ideal professional qualifications & memberships (eg. MBIFM)
-A minimum of 3 years' experience in facilities management in a corporate environment
-Computer literate - good Excel, Word and PowerPoint skills with an ability to extract data from various systems and create professional reports Computer skills
-Strong customer and client focus with a passion for delivering excellent customer service
-Supplier management - must have experience of managing soft service provision
-Evidence of managing performance within large teams across within a high-pressure environment
-Proven track record of achievement
-Able to work out of hours to support service delivery needs as necessary
-Ability to motivate, lead and develop people
-Ability to interface across all levels of the organisation
-Excellent written and verbal communication.
-Excellent time management and organisational skills
-Ability to react quickly and decisively using own initiative when faced with a problem or issue
-Ability to work under pressure and to tight deadlines.