Workplace Services Co-ordinator
3-6 months initially, with view to go permanent.
Inside IR35.
5 days per week in Cambridge.
Overview: The Workplace Services Coordinator is a pivotal role responsible for delivering a seamless workplace experience, providing high-quality front-of-house services, and ensuring efficient coordination of office operations. This role supports the smooth functioning of our clients Cambridge office by maintaining professional standards, enhancing visitor experiences, and assisting in administrative and event-related activities.
Key Responsibilities
Front of House
* Meet and greet all internal and external visitors, contractors, and staff, providing a warm and professional reception.
* Pre-book visitors into the "Greetly" visitor management system and ensure all processes are followed for smooth access.
* Coordinate travel queries and book taxis as needed.
* Collect and file Non-Disclosure Agreements (NDAs) for visitors.
* Prepare laptops and ensure interview suites are ready for candidates.
* Organize lunches for onsite interviewees and manage any special requests.
* Assist visitors and travelling staff with ad hoc queries
Admin support
* Maintain accurate and up-to-date records by saving key documents to SharePoint.
* Handle ad hoc requests, such as researching hotels, restaurants, and other resources for both UK and US.
* Collaborate with Executive Assistants (EAs) to support senior staff visits and events.
* Take and distribute action notes from team meetings.
* Keep detailed logs (eg, towel usage, decorating wish lists, credit card spending).
* Print and review visitor logs and fob records for security and compliance purposes.
* Manage team communication channels, including Slack and the team email inbox, acting as the first point of contact for inquiries.
* Manage incoming post in the absence of Shipping and Receiving Lead.
* Order stationary
Event Coordination
* Support the planning and execution of office events, including the annual Christmas event.
* Research and recommend venues, experiences, and vendors (eg, ice cream vans) for team events.
* Assist in the organization of local onsite events, ensuring all logistics are in place.
* Set up event spaces, such as the Crystal Maze and Café Kitchen, to meet event requirements.
Security and Health and Safety
* Conduct daily reception open and close procedures, ensuring adherence to security protocols.
* Request and manage temporary fob allocations for staff, liaising with the Global Security Operations Center (GSOC) as needed.
* Act as Fire Marshal for the reception area, ensuring compliance with fire safety regulations.
* Manage St. John Ambulance training certifications, maintaining accurate records in the WPS H&S file.
New Hire Support
* Support onboarding of new hires by preparing office spaces, including printing and cropping nameplates to template specifications.
* Provide guidance to new hires on office navigation and answer queries as required.
Key Competencies
* Professionalism: Demonstrates a welcoming and professional demeanor in all interactions.
* Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain detailed records.
* Communication: Strong verbal and written communication skills for interacting with colleagues, visitors, and vendors.
* Attention to Detail: Ensures accuracy in administrative tasks and adherence to office standards.
* Problem Solving: Approaches challenges proactively, offering practical solutions.
* Team Collaboration: Works effectively with EAs, managers, and the broader WPS team.
* Event Coordination: Skilled in planning and executing events with a focus on delivering a high-quality experience.
Qualifications and Experience
* Proven experience in a front-of-house or workplace services role, ideally in a professional office environment.
* Strong administrative skills, with experience using tools such as SharePoint, Slack, and email management systems.
* Familiarity with visitor management systems (eg, Greetly) is desirable.
* Basic knowledge of health and safety regulations, including fire safety and first aid.
* Experience in event coordination is an advantage.