Facility Services Coordinator

About Us
The Workshop is a leading technology firm dedicated to crafting innovative software solutions for the online gaming sector. Our guiding principle is to advance "Fearlessly Forward" as a unified team. Collaborative innovation is the cornerstone of our endeavors, influencing everything from our gaming products to our internal teamwork and creative exchanges.

Within The Workshop, Host Co. operates as a discreet, managed services and data center hosting facility. We provide a comprehensive suite of offerings, including cloud services, co-location, managed security, and various 'as a' services. Our workforce comprises a diverse group of highly skilled professionals who empower our clients by aligning the right solutions with their technological requirements.

Your Role

The Workplace Specialist acts as the primary point of contact for all office personnel and guests, ensuring smooth operations and effectiveness within the organization. This position requires meticulous attention to detail, the ability to adapt in high-pressure environments, and proficiency in managing multiple tasks concurrently. By delivering a wide array of services in a vibrant, fast-paced setting, the Workplace Specialist is instrumental in fostering operational excellence.

Our aim is to cultivate a workplace that prioritizes safety and security, encouraging both collaboration and independent work while instilling a sense of pride and belonging among our employees. This inclusive atmosphere will facilitate the achievement of our goals and support a positive, productive work culture.

Key Responsibilities

Reception Duties

Serve as the primary contact at the reception area, welcoming and assisting all internal and external visitors with professionalism. Handle all incoming phone inquiries and direct them to the appropriate personnel.

Support for New Hires & Visitors

Issue access credentials to new employees, visitors, and contractors, adhering to security protocols, while maintaining an updated system. Manage the visitor process in accordance with company guidelines. Assist the Human Resources team with onboarding new employees, including conducting office tours and managing workspace assignments.

Workplace Maintenance and Management

Ensure the reception area and meeting spaces are kept clean, organized, and secure. Oversee the stocking of refreshments in meeting rooms and supply areas. Conduct regular workplace inspections and proactively address any issues, liaising with maintenance services as necessary. Supervise the daily operations of office facilities, including maintenance and cleaning services. Coordinate building management and maintenance services, ensuring records are current and properly documented. Manage cleaning staff, overseeing their daily tasks and maintaining communication with the cleaning service provider regarding performance and additional requests.

Administrative Responsibilities

Organize meeting room bookings, resolving scheduling conflicts as they arise. Coordinate catering requests for meetings and events. Establish and maintain an electronic filing system to enhance transparency and efficiency. Handle mail operations, including the distribution of packages, sending correspondence, and managing courier services. Process purchase orders and follow internal protocols for financial approvals, collaborating with the Finance department. Document and manage workplace processes and procedures in partnership with the global workplace team. Assist with additional administrative tasks and projects as needed.

Collaboration and Coordination

Regularly collaborate with other departments such as IT Support, Procurement, Finance, and Human Resources to ensure office alignment. Manage office services, including travel arrangements, accommodations, transportation, and supplies. Work with the Assets Manager to create and maintain an inventory of workplace assets and track disposals.

Event Management

Plan and oversee company events and workshops, including training sessions, social gatherings, and team-building activities.

Health & Safety Responsibilities

Serve as a First Aider and Fire Marshal, ensuring compliance and proper stocking of First Aid supplies.

Workplace Culture

Strive to create an inspiring and enjoyable office environment.

Qualifications

Proven experience in a front-of-house or reception role. Full proficiency in English, both written and verbal. Strong communication and organizational abilities. Capability to multitask and thrive under pressure to meet deadlines. Self-driven, resourceful, and capable of working independently. Flexible, motivated, and team-oriented. A mindset focused on continuous improvement and agility. Proficient in Microsoft Office applications and internet-savvy. Professional appearance and demeanor with a friendly, positive attitude.

Benefits

A welcoming, inclusive, and multicultural workplace with over 35 nationalities represented. Competitive salary and opportunities for personal development. A sabbatical program allowing for six weeks of paid leave every four years of service. Comprehensive private health insurance. Discounts on gym memberships. A self-managed learning budget. Employee referral bonus program. In-house English language classes with native instructors. The chance to take holidays before completing the first year of employment. Up to three paid volunteering days each year. A variety of events throughout the year, including Learning Labs, Hackathons, and Designathons.

---