Workplace Coordinator

Motability Operations Ltd; City of Edinburgh; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A mobility solutions provider in Edinburgh is seeking a Workplace Coordinator to manage the daily operations of a large office. This full-time role involves coordinating maintenance, supporting suppliers, and ensuring compliance with health and safety standards. The ideal candidate will have experience in facilities management, excellent communication skills, and proficiency in management systems. The company offers a comprehensive benefits package including hybrid working arrangements.

Benefits

Annual discretionary bonus

15% non-contributory pension

Life assurance

Employee Discount Scheme

Cycle to Work Scheme

28 days annual leave

Funded Private Medical Insurance

Qualifications

• Experience of contract management across TFM.
• Good awareness of Health, Safety and Environmental requirements.
• Strong focus on sustainability and forward maintenance planning.

Responsibilities

• Coordinate supplier services and maintenance activities.
• Ensure compliance with health and safety regulations.
• Support delivery of exceptional customer service in workplace.

Skills

Contract management

Facilities management

Health & safety knowledge

Communication skills

Attention to detail

Microsoft Office proficiency

Supplier coordination

Experience with EHS Management Systems

Education

IOSH Managing Safely

Tools

Integrated Workplace Management Systems

Building Management Systems

Job description

About The Role

Motability Operations are currently recruiting for a Workplace Coordinator to join our team in Edinburgh on a full-time, permanent basis. Our Workplace's department mission is to be bold, placing exceptional customer service at the forefront, cultivating a supportive, flexible and sustainable workplace environment that consistently surpasses the evolving needs of our business.

You’ll be required to support the day-to-day function of the team, being multi-functional across all areas including supporting supplier coordination, reception, post and DSE. As an ambassador of our mission statement and company values, your role as a Workplace Coordinator with a strong workplace management background involves ensuring the smooth operation of both hard and soft services within this 34,000 SqFt office.

Working alongside your colleagues, you’ll coordinate maintenance, repairs, and safety practices, ensuring compliance with regulations and standards. You will also be required to ensure the high standards of delivery are maintained in catering, security, landscaping and cleaning.

Your responsibilities include coordinating with customers, contractors, and suppliers to deliver our workplace facility in Edinburgh. Leveraging technology such as Integrated Workplace and Facilities Management Software (IWFMS) systems and Building Management Systems (BMS), you’ll coordinate all aspects of the workplace service as required. Whether it’s supporting planned maintenance activities, conducting safety audits, or coordinating space utilisation, your expertise contributes to creating a safe, functional, and productive environment for colleagues and visitors.

The role is varied, and you’ll be required to coordinate various tasks at once working with a variety of internal and external stakeholders.

About You

This is an exciting role to support this recently refurbished Grade A office. You will be passionate about working in a highly effective Workplace team to support our customer. Your keen eye for detail and broad experience in Workplace Management will be essential to the delivery of a worldclass service.

You should have good working knowledge of facilities management, supplier coordination and health & safety, with a strong focus on sustainability and forward maintenance planning. Additionally, you should be confident to coordinate reactive maintenance, and small project works to deliver a fast and efficient service.

Minimum criteria:

• Experience of contract management across TFM.
• IOSH Managing Safely
• Good awareness of Health, Safety and Environmental requirements.
• Understanding of technical services and premises management.
• Excellent written and oral communication with people at all levels.
• Accuracy skills and attention to detail
• Use of Microsoft Office programs; Outlook, Word, Excel and PowerPoint.
• Experience of working with contractors and suppliers and monitoring of their service standards.
• Experience of working to Service Level Agreements and Key Performance Indicators.
• Working with EHS Management Systems
• Knowledge in the use of Workplace Management systems including Building Management System and Integrated Workplace Management Systems (CAFM).

About The Company

Motability Operations is a unique organisation, virtually one of a kind. We combine a strong sense of purpose with a real commercial edge to ensure we provide the best possible worry-free mobility solutions to over 800,000 customers and their families across the UK. Customers exchange their higher rate mobility allowance to lease a range of affordable vehicles (cars, wheelchair accessible vehicles, scooters, and powered wheelchairs) with insurance, maintenance and breakdown assistance included. We are the largest car fleet operator in the UK (purchasing around 10% of all the new cars sold in the UK) and work with a network of around 5,000 car dealers and all the major manufacturers. We pride ourselves on delivering outstanding customer service, achieving an independently verified customer satisfaction rating of 9.8 out of 10.

Our values are at the heart of everything we do. They represent ambition, and we look for our people to live and breathe them every day:

• We find solutions
• We drive change
• We care

We operate hybrid working across the organisation where we split our time between working on-site at our offices, and at home, remotely within the UK. We believe hybrid working achieves a good work/life balance for our colleagues, allowing us to connect with each other, collaborate on important work, and perform together to deliver for our customers. It allows us to have the flexibility to work remotely up to 2-days per week whilst also using the great office spaces we have available.

As a Motability Operations team member, you can expect:

• An annual discretionary bonus
• 15% non-contributory pension (9% non-contributory pension during probation period)
• Life assurance at 4 times your basic salary to give you peace of mind that your loved ones will receive some financial help
• Employee Discount Scheme with a huge number of retailers and an app to save on the go
• Discounted Electric/Hybrid Car Salary Sacrifice Scheme
• Access to the Cycle to Work Scheme (we have showers, changing rooms and secure bike sheds on site)

As well as financial benefits, our staff\'s health and well-being are very important to us, so we also offer:

• 28 days annual leave with option to purchase and sell days
• Funded Private Medical Insurance cover
• Critical illness insurance
• Free access to healthcare apps, such as Peppy, Unmind, Aviva Digital GP
• Funded health screening for over 50s
• 1 day per year to volunteer – Staff can support a local charity or do a sponsored event whilst being paid for it
• Access to our fully accessible company allotment – Where we grow our own produce for local charitable organisations
• Access to Prayer room and quiet spaces whilst working in the office

We also understand that not everyone is the same so offer several voluntary benefits that you can select outside the core package, these include:

• Dental Insurance
• Health and cancer screenings for you and your partner
• Discounted gym memberships
• Charitable giving

At Motability Operations, we believe in building a diverse workforce, where our people are empowered to attend work as their true selves, and we encourage people from all backgrounds to apply. We want to sustain a culture that nurtures, where employees are free to flourish and where they’re rewarded equally, regardless of race, nationality or ethnic origin, sexual orientation, age, disability, or gender.

We pride ourselves on being an inclusive employer and as such, all our offices provide first rate disability access. With our hybrid working environment, we do our best to accommodate part-time and flexible working requests where possible, building on our culture of trust, empowerment, and flexibility.

Please note, Motability Operations reserves the right to bring forward the closing date of any of its job vacancies if we receive a suitable number of quality applications from which to make a shortlist. Therefore, we recommend that you apply as soon as possible rather than wait until the published closing date.