Workplace Coordinator

cw; Greater London; On-site; GBP 28,000 - 36,000; Full time

Job summary

Cushman & Wakefield in London is seeking a Workplace Coordinator to be the first point of contact for employees, resolving inquiries, gathering data, and supporting the facilities management team to ensure seamless service delivery.

You will supervise data integrity, manage mail, workflow, and site operations, coordinate with vendors, and uphold HSE practices while keeping stakeholders informed.

Qualifications

• Strong PC skills and proficiency with MS Office.
• Self-motivated and resourceful.
• Good administrative skills.
• Well organized with strong prioritisation and planning abilities.
• Ability to ensure FM services are delivered confidently and efficiently.
• Customer service experience and ability to communicate at all levels.

Responsibilities

• Delivery of FM Operations SLA's in accordance with KPI & Output measurements.
• Coordinate with FM Operations and Critical Service teams to deliver service level agreements.
• Support/monitor 3rd party maintenance activities and report corrections.
• Comply with HSE requirements as outlined in SLA and company policy.
• Act as part of site Emergency team (Fire Marshall) as required.
• Report accidents and emergencies with relevant records.
• Ensure contractors operate within SHE processes and client standards.
• Conduct monthly self-assessment SLA checks for contract performance.
• Maintain image and visual standards of the site and post areas.
• Manage mail room activities and distribution of post.
• Ensure printers have paper and replace toner.
• Monitor stationery levels.
• Deliver goods to correct destinations.
• Coordinate waste and recycling arrangements.
• Carry out statutory fire testing and checks.
• Coordinate with Security for access faults.
• Raise Purchase Orders and approve invoices as required.
• Act as deputy in absence of line management.
• Provide cover for FM team as defined by management.
• Other activities may be defined by management.

Skills

Strong PC skills

Self-motivated

Administrative skills

Well organised and prioritisation

Tools

MS Office

Job description

Workplace Coordinator

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.

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.