Workplace Coordinator

At AQA, we’re committed to advancing education and we’re committed to our people. As the largest provider of academic qualifications in the UK, we mark over 10 million exam papers each year and it’s our people who make this happen.

Workplace Coordinator

Permanent

Part-time 30 hours per week

Monday to Friday 11:30 – 18:00

Guildford: £24,546 - £28,468 (pro rata)

Office based

Do you thrive in creating outstanding customer experiences?

Can you see yourself being the face of a vibrant workplace, ensuring every visitor and colleague feels welcome, valued and supported?

At our newly refurbished Guildford office, we’re committed to providing an exceptional workplace experience for everyone who steps through the door. As a Workplace Coordinator at AQA, you will play a key role in providing a customer-centric workplace experience, ensuring the site is always ready to welcome clients. You’ll be a visible and approachable presence, championing the delivery of workplace strategy and supporting building intelligence systems.

In this role, some of your responsibilities will include managing facilities service desk operations, coordinating events, setting up meeting rooms, offering AV and technology support and providing hospitality services. You will also assist with site maintenance, liaise with suppliers and support emergency response efforts, all while anticipating and delivering customer needs with a concierge mindset. The role forms part of a well-respected wider Workplace team which boasts one of the highest departments score within AQA in our latest engagement survey.

What’s in it for me?

• Training in the systems we use to get you set up for success in your new role

• 25 days annual leave, rising a day per year for your first five years with Bank Holidays and additional closure days at Christmas.

• Being a part of a welcoming team that takes pride in looking after our newly refurbished Guildford office space with access to a variety of discounted eateries on the University campus

• Private medical insurance through BUPA

• Access to an incredible pension scheme with employee and employer contributions jointly totalling, up to 18.5%

What do I need to be successful?

• A customer-first attitude and eagerness to provide friendly, professional service

• Admin and computer skills (e.g. familiarity with Microsoft Office)

• Willingness to take on hands-on tasks like meeting room setups or office support

• Strong communication skills and the ability to balance customer needs with daily tasks

• A proactive, can-do attitude with an eagerness to learn and improve

• Attention to detail and basic troubleshooting skills for resolving simple technical issues

What do I do next?

Read the full job description then upload your most recent CV and a cover letter detailing how your skills and experience are exactly what we need for this role.

Applications will close at 23:59 on 8/11/24

All applications will receive a written response.

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Recruitment Agencies

We have a preferred supplier list (PSL) in place.

Unsolicited CVs will be treated as a gift. We will not be subject to or liable under your terms and conditions for agency fees.

Full Job Description

Summary

Job title: Workplace Coordinator
Department: Workplace
Purpose: Our on-site Workplace Coordinator is integral to delivering our 10* experience to all guests. This important position maintains the standards of the newly refurbished office, improves engagement and continuous improvement with energy and passion by creating consistent, joyous and courteous moments to anyone that steps foot in the building.
The team are the main point of contact for our colleagues based at the office and those visiting and being approachable and professional is key.
Implementing the workplace strategy, you will have accountability and facilitate all hospitality and meeting room requirements inclusive of bookings, physical setups, first line AV support and on occasion delivering in-room catering. Providing exceptional admin support to Workplace Experience Manager, including but not limited to supplier requisitions, contractor management and maintenance of FM systems.
The Workplace Coordinator will also work alongside our external maintenance provider and perform low level planned maintenance tasks.
Landscape: The Workplace Coordinator is part of a small onsite team who facilitate use of the office between 7am-7pm. Core hours for this team are between 8am-5pm during the week but some occasional weekend working during our summer peak may be required. 
Working directly with the reception and workplace team but with daily interactions with IT and HSE colleagues in the office. The role directly reports to the site Senior Workplace Coordinator. The role forms part of a well-respected wider Workplace team which boasts one of the highest departments score within AQA in our latest engagement survey.
Key stakeholder relationships with the Workplace Team, Executive Assistants and Operational Leaders are essential to ensure the smooth operation and delivery of customer satisfaction for our colleagues who use the office space and meeting rooms.
Activities:
Providing a customer centric workplace experience whilst representing AQA in a positive, professional manner
Being visible and approachable, championing the workplace strategy delivery and leading support and awareness of the building intelligence system
Ensuring the site is serviced to a high standard and ready receive customers each day
Delivering a high-quality events co-ordination of all collaboration spaces and meeting rooms when required, i.e. setting up of tables, chairs plus first line AV support and building technology assistance along with in-room hospitality provision
Manage the facilities service desk within agreed service level agreements (SLA’s)
Produce high quality administrative support to the Workplace Experience Manager, including maintaining site maintenance and service records and planned preventative maintenance schedules
Assisting the Workplace Experience Manager with management of maintenance suppliers and onsite service engineers
Assisting with completion of site tasks to include but not limited to low level planned preventative maintenance (PPM), managing stationery, post & distribution and storage/archiving
Bringing solutions with a concierge mindset by pre-empting customers’ needs and delivering at pace
Form part of the onsite emergency team to assist in first aid, incident management in emergencies and business continuity events
Some driving activities may be required using the company van
Need to know (to be successful in this role, you will need to know):
Have relevant building service experience in high end office environment
Have our customers’ needs front and centre in all aspects of the role
Confident balancing the customers needs and operational demands with flexible aptitude
Have a “step up” mindset: use sound judgement and initiative to deliver
First-rate administrative and PC skills (MS office applications, building management system, service desk and resource booking software)
Ability to work alone and complete manual tasks (meeting room layout changes)
Accomplished communication skills: written and oral
Continuous improvement ethos to develop and enhance processes to build efficiencies
Demonstrate attention to detail and ownership of processes and service delivery
Hold a valid UK driving licence
Core competencies (*out of 5)
Building System Management (BMS) knowledge ***
Innovation **
Building services and building systems knowledge ***
Continuous improvement ***
Empowered leadership ***
Understanding customer needs *****
Manage customer expectations *****