Job Description
Role: Monday to Friday 08:00-17:00 flexibility to meet the needs of the business
Reporting to: London FOH Operations Manager
Role Overview:
As a Workplace Coordinator your mission is to craft a seamless 5-star experience for every visitor and colleague and support the Facilities Manager to proactively manage the workspace and ensure all is working as intended. With a blend of exceptional service and meticulous attention to detail, you'll ensure every interaction leaves a lasting impression. You will be extremely organised, able to work independently, and skilled at developing meaningful and productive relationships with our clients and key stakeholders. You will be just as comfortable stepping in to support a client with their AV query, as you will be carrying out a floor walk and liaising with other workstreams to resolve any issue that is impacting colleague experience on site.
Key Responsibilities:
* Warm Welcomes: Greet and assist all visitors and colleagues with a professional, concierge-level approach.
* Manage Key Areas: Daily ownership of the physical touchpoints, ensuring all colleague and client facing areas are set to agreed layouts, fabric, and housekeeping standards, and all working as intended
* Efficient Check-ins: Manage visitor check-ins and check-outs, ensuring smooth access and departure processes.
* Queue Management: Proactively manage queues to streamline arrival and departure experiences.
* Facility Coordination: Support facilities management to proactively manage the workspace, ensuring compliance and maintaining high service standards.
* Technical Expertise: Offer first class meeting room first fix AV support.
* Security:Be vigilantat all times, to keep our colleagues and visitors safe
Main Duties:
* Professional Conduct: Maintain a high level of professionalism, adhering to company policies and procedures.
* Effective Communication: Address and resolve visitor and colleague requests efficiently, ensuring clear and timely follow-up.
* Meeting Support: Own the set up and reset of meeting rooms and event spaces to specified layouts
* Routine Checks and Audits: Perform floor walks and service audits, logging any necessary work orders, and seeing through toresolution
* Visitor Engagement: Build rapport with frequent visitors, keeping the team informed about their preferences.
* VIP Services: Ensure VIP guests receive exceptional service and satisfaction.
* Query Management: Triage and respond to colleague queries via various platforms, ensuring all queries are acknowledged and resolved efficiently
* Visible Support: Act as a tangible and accessible point of service for all inquiries whilst moving throughout the office.
* Interlock: Act as an interlock between service teams and support the management team to coordinate their response to issues affecting colleague experience
* Escorting: Host approved contractors on site
* Administration: Maintain trackers, logs and digital records. Preparation of reports. Ordering office peripherals, stock, and uniforms.
* Point of Contact: Act as the eyes and ears in the absence of the Facilities Manager, and running team briefings or huddles
* Role Model: Adopt the service standards and support the management team with training of fellow team members
Qualifications:
* Experience: Minimum 1 years at prestigious corporate workplaces, or in high-end 5* hotels.
* Communication Skills: Exceptional verbal, written, and interpersonal skills.
* Presentation: Immaculate grooming and personal presentation.
* Technical Proficiency: Skilled in Outlook, Word, Teams, and Chrome; experience with visitor management tools.
* IT: Ability to handle a high volume of queries over different platforms
* Customer Service: "How can I help" mindset - aligned with that of a 5* hotel
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Core Skills:
Attention to detail, critical thinking,decisiveness, adaptability, initiative, safety awareness, customer service, prioritization, and personal organization.
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