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This role forms part of the Workplace Services support model to enhance and improve the overall customer experience, drive consistency and quality of day-to-day services and to ensure that each individual business unit and floor is operationally ready.

The Workplace Co-ordinator will supplement and support the role of the Regional Workplace Services Manager working collaboratively to engage with the occupants of the demised the Client's areas to build positive relationships effective interactions and ensure timely resolution for all issues raised.

This is a multi-functional role and may include all aspects of support to the business in areas such as front of house activities such as hospitality and reception assistance. The role will also include support in operational tasks such as mail, couriers, printing, binding, on site filing, archive services, logistics, compliance and all aspects of operation.

• Flexibility is essential to suit the needs and working practices of the department and its internal clients.
• Place client service and team-working high on list of attributes and values.
• Capable of operating as a member of a team and work unsupervised.
• Ability to organise and prioritise workloads, together with the ability to handle deadlines and respond well under pressure.
• Sound decision-making capabilities.
• Takes pride in personal appearance and hygiene.
• Good administration and organisational skills.
• Helpful and willing “can do” attitude.
• Strong Communication skills - Proven ability to communicate effectively with a wide range of customers and service personnel at a variety of levels to achieve results including good written communication
• IT skills - PC literacy skills and ability to learn internal IT systems
• Customer Service, client focused - Strong customer services skills and customer service experience
• Problem solving - Ability to “think outside the box” when faced with issues
• Planning and Organising
• Results and Quality Focused
• Relationship building
• Self-Motivated - Proven to be self-motivated and work under pressure from conflicting deadlines
• Continuous Improvement - Proven willingness to learn new skill
• Acts with honesty and integrity
• These core duties are subject to business needs and include but are not limited to the following responsibilities:
• To continuously monitor the ‘live' condition of the demised the Client's area and work proactively to address identified issues.
• To continuously monitor the ‘live' condition of the common areas and work proactively to address identified issues.
• Any building fabric, environment or mechanical/electrical items will be directly reported to the help desk.
• Liaise daily/regularly with the Helpdesk on issue resolution and pro-actively manage customer expectation
• Management of on-floor storage, including keys
• Maintenance/management of signage
• Reset meeting rooms or Multi-function rooms following use, including ensuring stationery/marker pens are available and white boards/glass boards are clean and clear
• Support the Client's Paper Lite initiative and storage reduction programs offer on-floor scanning and archiving services
• Ensure Photocopier areas are continuously replenished and the area kept tidy, organised and always available.
• Manage the document requirements for site including Secure print, ordering of consumables and any scanning, business filing, courier or mail requests
• Ensure Stationery items are regularly topped up at the designated points. Collect loose items from unused desks and surrounding areas and recycle back through the stationery trays.
• Ensure a high level of cleaning standard to the floor areas paying particular attention to cleanliness of all work surfaces including tea point areas, via regular liaison with the Housekeeping team.
• Ensure consumables, including IT peripherals are available at all times on the designated floors.
• Control the flow of waste from the floor including confidential waste by regularly monitoring the receptacles provided and clearing before they become full. Liaise with the necessary facility provider in good time.
• Be prepared to receive any request from an occupant and offer a great customer experience by taking ownership of the problem until resolution. Regardless of the request, you are empowered to take action by contacting the relevant facility provider to get the job done. Your job is to keep the customer informed until completion.
• Assist with collation of monthly management information for all areas of operation.
• Assist with providing space utilisation information and completing space management checks.
• Maintain relationships with key customers on site, advise of any issues to manager in the first instance.
• Management of building services and facilities liaising closely with all service partners.
• Liaising with contractors/landlords agents on repairs and maintenance issues.
• Assist ICS colleagues in the delivery of IT services as required.
• Assist with Health and Safety compliance; this will involve collation of risk assessments, method statements, checklist, insurance certificates and other associated documentation that will demonstrate compliance.
• Ensure stock control processes are in place.
• Ensure compliance with all the Client's ISO accreditations.
• Assist with the testing of Business Continuity plan and maintaining emergency contacts/key holders etc.
• Assist the management team as appropriate.
• Adhere to contractual KPI and SLA's and office SOP's.
• Training attendance must be complied with when required
• Covid-19 Marshal responsibilities:
• Promote, articulate and enforce Government and the Client's Workplace Services policies in respect of Covid-19 regulations
• Friendly, well-informed and authoritative guidance and point of contact for all colleagues
• Keep up to date on the government guidelines and what the Client as an employer have a duty of care to do, which will be communicated to you by the Client's Workplace Services QHSE
• Engage with people on safety and act as a COVID-19 Workplace ambassador
• Work closely with the Workplace Services team to ensure the Client and government guidelines are being followed across your area
• The local point of contact for your location on information and best practice
• Act as role model and champion of the new ways of working in relation to COVID-19
• Take guidance from the Client's Workplace Services QHSE and implement in your area
• Conduct Building Assurance checks as set by the Client's Workplace Services QHSE
• Ensure supplies of PPE are checked and replenished where appropriate
• Conduct overall social distancing checks and challenge any non-compliant behaviours
• Communal area checks, i.e. toilets, tea-points, meeting rooms and breakout areas to ensure social distancing and cleanliness
• Monitor H&S touch points, particularly around ingress and egress points
• Ensure resource stations (cleaning (sanitising/ spray bottles & blue roll) / first aid) are fully stocked
• Ensure correct routes are being followed (directional signage etc.)
• To complete floor walks and audits in selected areas to ensure operational readiness (to be the eyes and ears of Workplace Services)
• Establish and maintain strong professional relationships with key stakeholders right across the business to ensure guidelines are being followed and any noncompliance is dealt with at the time or escalated
• Ensure a safe, compliant environment for our teams and colleagues by ensuring processes are followed and where there are gaps in the processes escalate for resolution
• Regularly audit to ensure the highest quality service delivery