Workplace Coordinator - B3 LevelLocation: DerryRole Summary
Provides hospitality, support, and operational management for guests, visitors, and employees, to deliver exceptional workplace experiences while ensuring efficient building operations and compliance with all relevant standards.
Manage the workplace environment with a friendly and professional manner
Monitor requests, providing prompt efficient service
Own your operational space and support the look and feel of the workplace
Workplace & Facilities Management
Provide hospitality and support for guests, visitors, and employees
Resolve problems associated with building services including meeting rooms, workstations, furnishings, fixtures, equipment, and meal/snack service
Complete inspections to discover issues and assign tickets, taking ownership to ensure all issues are completed within defined Service Level Agreements
Ensure facilities comply with building, health, safety, and fire codes and regulations, assisting with coordination/scheduling of maintenance activities
Event Management & Meeting Room Coordination
Support client event teams with coordinating vendors for event setup/catering
Manage meeting rooms and setups using booking systems
Liaise with teams and key stakeholders for seamless event delivery
Operational Excellence
Create and implement site operational rules and standard operating procedures
Identify opportunities for improved operational standards, being proactive in finding improvements and following through on completion plans
Manage office supplies and reorder stock as required
Work with internal departments such as IT and Security to ensure all office works are completed to high standards
Financial Management
Assist in financial processes to ensure timely and accurate completion
Support tracking of all site-relevant actual spends versus budget
Ensure prompt and accurate management of purchase orders
Raise and receipt purchase orders as required
Health & Safety Management
Conduct audits to ensure safety procedures are in place and working effectively
Ensure all records are kept up to date in relevant locations
Ensure H&S Roles and Responsibilities are understood and implemented onsite
Vendor & Supplier Management
Assist in management of contractors onsite to ensure good performance
Assist in procurement of vendors and services as required
Account Performance & Reporting
Ensure client satisfaction, developing and maintaining strong client relationship
Complete reports, with analysis contributing to continuous improvement
Accomplish Key Performance Indicators (KPIs) as identified by the Account Lead
Ensure compliance with JLL minimum audit standards
Update facilities-related information as requested
Person SpecificationEssential Skills & Experience
Passionate about people and providing great experiences, a people person with strong Customer Service skills
Strong relationship building to understand and respond to staff and client needs
High attention to detail with strong organizational skills, time-management, and multi-tasking abilities
Computer literate with good understanding of office software
Excellent communication skills, able to deliver clear, concise messages and identify mutually agreeable solutions
Personal Attributes
Flexible and proactive approach
Ability to react quickly and decisively when faced with problems or issues
Able to work on own initiative with minimal direction
Strong team player with commitment to support colleagues
Customer service-oriented attitude with ability to interact with wide range of staff
Professional approach to customer service and stakeholder engagement
