Workplace Coordinator and Reception Support

UL Solutions

Carugate

In loco

EUR 26.700 - 34.000

Tempo pieno

14 giorni+

Ricevi più risposte dai datori di lavoro

Invia un CV specifico per questa offerta in pochi minuti.

Vantaggi offerti da questo lavoro

21 vacation days

Lunch voucher

Voluntary Pension Plan

Fiscal Assistance

ULS University learning platform

Two volunteering days

Flexible working

Descrizione del lavoro

UL Solutions in Italy seeks a Workplace Coordinator and Reception Support to ensure a safe, organized environment and a professional visitor experience, while partnering with security, facilities and internal teams.

The role combines Front-of-House Oversight and Facilities Operations: managing visitor registration, conference room scheduling, vendor relations, CMMS workflows, dashboards and KPI reporting, with growth potential into broader workplace operations leadership.

Competenze

3–5+ years in workplace/facilities operations, corporate hospitality, or office services with vendor/SLA ownership.
Hands-on experience with Brightly Asset Essentials CMMS and visitor/room systems; able to build dashboards (Excel/Power BI) and present trends.
Demonstrated program ownership, cross-functional coordination, and continuous improvement.

Mansioni

Front-of-House Oversight: greet, verify and register visitors; manage conference room bookings; answer calls and monitor lobby activity.
Facilities Operations: manage inventories, vendors, POs, invoices, and monthly dashboards; ensure space readiness.
Vendor onboarding, contract reviews, SLAs and KPI tracking; safety and security procedures; first aid and fire warden duties.

Conoscenze

Facilities operations

Vendor ownership

Excel/Power BI

Cross-functional coordination

Formazione

High School Diploma

Strumenti

Brightly Asset Essentials

CMMS

Visitor management system

Power BI

Descrizione del lavoro

Workplace Coordinator and Reception Support

Job Description

In this role, you will support a seamless employee and visitor experience by maintaining a safe, organized and professional workplace environment while building strong partnerships with internal teams and external service providers.

Responsibilities

Front-of-House Oversight (20%)

Oversee the front-of-house experience, ensuring consistent greeting, verification, and registration of visitors through the building’s visitor management system, audit compliance and partner with Security on exceptions.
Govern self-service conference rooms and the internal reservation system; resolve conflicts and enforce standards for booking completeness and readiness.
Receive and answer all incoming telephone calls, appropriately directing calls and inquiries when needed. Ensures the correct functioning of conference center.
Organize courier and post delivery
Monitor facilities storage -make orders
Conduct daily walkthrough to ensure space is ready for use, AV equipment and furniture are in proper location and in good working order, lights are working, and area is clean.
Organize taxi and chauffer bookings when requested. Maintain confidentiality at all times.
Read and follow the UL Solutions Code of Conduct and follow all physical and digital security practices.

Facilities Operations (80%)

Administer inventory levels and negotiate replenishment cycles with suppliers; manage purchase orders and reconcile invoices for accuracy.
Manage vendor performance: maintain vendor/contractor registers, conduct quarterly business reviews with the FM, enforce SLAs and compliance requirements.
Own the Brightly Asset Essentials CMMS queue: triage, prioritize, and dispatch work orders, analyze KPIs (first-time fix rate, cycle time, backlog age), and publish monthly dashboards with corrective actions.
Lead onboarding of vendors in the supplier platform, ensuring data completeness, policy acknowledgments, and integration to PO/invoice workflows.
Manage and check facilities invoices
Maintain the consumable list
Maintain the contract overview
Partner with Security/EHS to audit lobby access controls, contractor check-in, and emergency procedures; run drills and close findings.
Perform monthly assessments and document them
Document all consumables on site
Act as First Aid and Fire warden

Qualifications

3–5+ years in workplace/facilities operations, corporate hospitality, or office services with vendor/SLA ownership.
Hands-on experience with Brightly Asset Essentials CMMS and visitor/room systems; able to build dashboards (Excel/Power BI) and present trends.
Demonstrated program ownership, cross-functional coordination, and continuous improvement.

Career Level: Mid-level exempt role with growth potential into broader workplace operations or facilities management leadership.

What we offer:

We understand that remuneration and benefits are important when deciding on your next career move. The annual salary range for this position is EUR 26.700 - 34.000 gross, determined by numerous factors, including knowledge, skills, and experience (Collective Bargaining Agreement (CBA): Commerce Sector - Job Classification Level: Level 5-4). This position also offers an annual bonus of up to 5% of annual salary.

21 vacation days
lunch voucher (10€ per working day)
Voluntary Individual Pension Plan
Fiscal Assistance
access to the ULS University learning platform to support your development and learning
two additional days off for volunteering
flexible working to support your work-life balance

This position is gender-neutral and open to all qualified candidates, regardless of gender identity.

About Us

A global leader in applied safety science, UL Solutions (NYSE: ULS) transforms safety, security and sustainability challenges into opportunities for customers in more than 110 countries. UL Solutions delivers testing, inspection and certification services, together with software products and advisory offerings, that support our customers’ product innovation and business growth. The UL Mark serves as a recognized symbol of trust in our customers’ products and reflects an unwavering commitment to advancing our safety mission. We help our customers innovate, launch new products and services, navigate global markets and complex supply chains, and grow sustainably and responsibly into the future. Our science is your advantage.

Job Info