Sr. Workplace Services Coordinator

The Workplace Services Coordinator supports day-to-day workplace services and facilities operations, helping maintain a safe, organized, customer-focused office environment. This role supports coordination of  maintenance, contractor and vendor activity, office moves, meeting room readiness, supplies, reception coverage, visitor support, physical security coordination, and facilities service requests while supporting compliance with health, safety, and emergency procedures. 

Essential Functions/Responsibilities 

• Support workplace health, safety, and compliance initiatives by following company policies and applicable legislation, including assisting with risk assessments and other required safety-related activities. 
• Support facilities maintenance and operations by serving as a contact for contractors, vendors, and service providers, assisting with preventative and corrective maintenance activities, and supporting vendor relationships to help maintain a safe and efficient workplace. 
• Assist with overseeing the cleaning and housekeeping staff. 
• Provide on-call support for workplace emergencies and assist as a liaison with building management to support timely issue resolution and operational continuity. 
• Monitor customer requests logged through the Facilities Helpdesk email requests and support appropriate action within agreed timescales to help ensure a high level of customer satisfaction. 
• Support complaints received by Facilities to help ensure that the Company's credibility with the customer is maintained and where possible enhanced. 
• Support facilities projects as assigned.  
• May support projects in other locations.  
• Support workspace planning and occupancy activities, including new hire space requirements, office moves, workstation setup and organization, and maintenance of accurate space maps. 
• Assist with assessing office processes and supporting improvements to streamline, achieve cost reduction and/or performance improvement. 
• Order basic office and kitchen supplies and maintain local mailroom supplies. 
• Maintain conference rooms and meeting spaces by supporting cleanliness, organization, room readiness, and availability of furniture, equipment, and supplies to support meetings and workplace events.  
• Escalate problems with audio visual equipment to the IT department, as discovered while performing set-up functions in the Client Facilities Area.  
• Support receiving and shipping of all boxes and packages that come through our doors.  
• Reprographic/Postal Services - support an efficient service ensuring that stand-alone photocopiers within the offices have the proper resources to function.  
• Kitchens – Support day-to-day general upkeep of kitchen areas, e.g. dishwashers loading/unloading, maintain cupboards ensuring equal stock of crockery and cutlery for both floors. 
• Assist with processing/maintaining Café weekly invoices, Catering Requests and accuracy of Café Accounts. 
• Assist with setting up Café area and other meeting spaces for presentations. 
• Welcome and direct visitors appropriately, acting as first line of customer service if required. 
• Notify company personnel of visitor/s arrival and support the record of their details within the visitors register. 
• Direct callers to the correct person or department and keep records of calls and messages.  
• Support the physical security of the space being maintained at all times per the physical security policies. 
• Adhere to all aspects of health and safety, hygiene and welfare, guest safety, fire regulations and emergency procedures. 
• Track/File Certificates of Insurance for Facilities vendors.  
• Assist with the coordination of evacuation and safety procedures. 
• Assist in gathering content for monthly newsletter. 
• Complete weekly reports containing relevant information about completed and pending jobs. 
• Other tasks and activities as assigned (including but not limited to- Back up Reception as needed, supporting company events, back up security system duties etc.) 

Required Education/Experience & Skills 

• 2 - 4 years of prior experience in corporate facilities operations or a related workplace services environment.
• Knowledge of health and safety risk awareness, hazard reporting, general labor safety, and emergency procedures.
• Experience coordinating contractors, vendors, maintenance services, and facilities requests in a professional office environment.
• Ability to respond to customer requests quickly and efficiently and report issues to the appropriate contractors or stakeholders.
• Strong interpersonal, communication, and customer service skills with the ability to interact effectively with individuals across the organization.
• Detail-oriented, self-motivated, reliable, responsible, efficient, and able to work independently and as part of a team.
• Ability to work collaboratively, follow instructions, demonstrate integrity, and remain calm under pressure.
• Flexibility in working hours, attitude, and approach, with willingness to adapt to changing company requirements and continually improve services and facilities.
• Warm, welcoming, professional demeanor with ability to support visitors, employees, and internal customers.
• Ability to handle basic office, mailroom, kitchen, meeting room, supply, reception, shipping/receiving, and facilities administrative activities. 

Physical Requirements 

General office environment and responsibilities requiring: 

• Extensive use of the computer which involves viewing a monitor and keyboarding for most of the workday
• Placing and receiving phone calls
• Occasionally moving and lifting objects up to 50 pounds
• Flexibility to support facilities emergencies on an on-call basis as needed and act as a liaison with building management
• Some after-hours and weekend availability may be required for this position
• May require travel as needed