Workplace Coordinator

Cushman & Wakefield; Greater London; On-site; GBP 26,000 - 38,000; Full time

Job summary

Cushman & Wakefield is seeking a Workplace Coordinator to be the frontline contact for employees, resolving inquiries and supporting facility operations. The role includes data processing, document support, and maintaining data integrity in an office environment under supervision.

You will assist the facility management team to deliver services and ensure client facility needs are met. Strong organizational skills, data handling experience, and proficiency with MS Office are essential.

Qualifications

• Experience with office administration and data handling.
• Ability to follow SOPs and maintain data integrity.
• Good communication across levels and teams.
• Experience supporting facilities management operations is a plus.

Responsibilities

• Deliver FM Operations SLA targets in line with KPI measurements.
• Coordinate with FM Operations and Critical Service teams to meet SLAs.
• Support third-party maintenance activities and report repairs.
• Ensure compliance with HSE requirements and policies.
• Act as part of site emergency team as Fire Marshal when required.
• Maintain site image and cleanliness; manage mail room duties and post distribution.
• Monitor stationery, print/copy supplies, and waste/recycling.
• Raise purchase orders and process invoices.
• Provide coverage for FM team as needed.
• Take ownership of customer requirements and close out concerns.

Skills

MS Office

Administrative skills

Organisational skills

Customer service

Facilities management knowledge

Job description

Job Title

Workplace Coordinator

Job Description Summary

As the first point of contact for employees with questions, your primary duties will be to resolve and answer customer inquiries, gather and process data, research and solve problems, maintain data integrity, and provide document support and imaging. All work is performed primarily in an office environment under the immediate supervision of a team lead or first-line supervisor. The Facilities Coordinator also provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with on-going facility and team related responsibilities.

Job Description

Key tasks

• Primary focus on delivery of all FM Operations SLA’s in accordance with KPI & Output measurements
• Co-ordinate with FM Operations and Critical Service teams to deliver service level agreements
• Support/Monitor 3rd party maintenance supplier activities when required and report any corrective works arising
• Comply with HSE requirements as outlined within the SLA and as instructed by the company policy
• Act as a part of site Emergency team i.e. Fire Marshall, as required for emergency control activities
• Report all accidents, occupational illnesses and emergencies in relevant books/documentation
• Ensure all contractors, under sphere of control, operate within appropriate SHE processes and client HSE standards
• Conduct monthly self-assessment SLA checks in support of quarterly contract performance requirements
• Responsible for the image and visual standards of the site/s taking ownership of any issues or concerns
• Carry out Mail Room activities including receipt, sorting and distributing incoming and outgoing post to and from mail collection points, keeping post tray names up to date, ensuring areas are tidy and that uncollected post is distributed
• Check that printers and photocopiers are supplied with paper and change toner cartridges when required
• Monitor and maintain stationery levels
• Deliver goods received to correct destination/person
• Co-ordinate site waste and recycling arrangements
• Carry out statutory fire testing and associated checks
• Co-ordinate with Security and report any faults on access entry system where necessary
• Raise Purchase Orders for goods or services as required, in compliance of business controls at all times
• Approve invoices; goods received notes and statements for payment purposes
• Act as responsible person in line with DFA to carry out cost control function
• Take ownership and understand customer requirements and be able to demonstrate the ability to close out concerns and ensure customer is kept appraised at all times
• Act as deputy in the absence of line management
• Provide and arrange cover for the FM team as defined by line management
• In addition to the tasks mentioned above, other activities and responsibilities may be individually defined

Person Specification

• Strong PC skills, MS Office
• Self-motivated and resourceful
• Good administrative skills
• Well organised and good prioritisation and planning skills
• Key focus for this role is to ensure that all FM services are delivered in a confident and efficient manner
• Service orientated attitude combined with innovative thinking
• Knowledge and awareness of the facilities management industry
• Practical experience in working with supply partners to deliver a seamless, integrated service
• Customer services experience and the ability to communicate at all levels

Cushman & Wakefield is an equal opportunity / affirmative action employer. All qualified candidates will receive consideration for employment without regard to ethnicity, gender, gender identity or expression, sexual orientation, age, disability, religion, marital status, or any other legally protected characteristic. Cushman & Wakefield is committed to equity in employment, and our goal is to have a diverse, inclusive and barrier-free workplace. If you are a person with a disability and need any other accessible accommodations during the hiring process, you are invited to bring this to the Talent Acquisition Advisor’s attention once they have made contact.

INCO: "Cushman & Wakefield"