Facilities Coordinator

About Us
The Workshop is an innovative technology firm dedicated to creating user-friendly software for the online gaming sector. Our guiding principle is to advance "Fearlessly Forward" together. Collaborative innovation is integral to our approach – from our gaming solutions and new technologies to our teamwork and inspiration sharing.

Within The Workshop, Host Co. operates a secure, managed services and data center hosting facility. We provide a wide range of products and services, including cloud solutions, co-location, managed security, and various 'as a' services. Our workforce is composed of diverse, highly skilled professionals who empower our clients by aligning the right solutions with their technological requirements.

Your Role

The Office Operations Specialist acts as the primary contact for all office personnel and guests, ensuring smooth operations and effectiveness within the organization. This position requires meticulous attention to detail, adaptability in fast-paced environments, and the capability to juggle multiple tasks simultaneously. By delivering a broad spectrum of services in a dynamic setting, the Office Operations Specialist is vital to achieving operational excellence.

Our aim is to cultivate a workplace that is both safe and welcoming, promoting collaboration and independent work while instilling a sense of pride and belonging among employees. This inclusive atmosphere will enable us to meet our goals efficiently and sustain a positive, productive work culture.

Key Responsibilities

Reception Duties

Serve as the primary point of contact at the office reception, warmly welcoming and assisting all internal and external visitors in a professional manner. Handle all incoming phone calls and direct inquiries to the appropriate personnel.

New Employee & Visitor Assistance

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

Office Maintenance and Management

Ensure the reception area and meeting rooms are kept clean, organized, and secure. Oversee the supply of refreshments in meeting rooms and stationery areas. Conduct regular workplace inspections and proactively address any issues, coordinating with maintenance services as needed. Supervise the daily operations of office facilities, including maintenance and cleaning services. Manage building management issues and maintenance services, ensuring records are accurately maintained and followed up. Oversee cleaning staff, supervising their daily tasks and maintaining communication with the cleaning service regarding performance and additional requests.

Administrative Responsibilities

Coordinate meeting room bookings, resolving scheduling conflicts. Organize and manage catering requests. Establish and maintain an electronic filing system for improved transparency and efficiency. Handle mail duties, including distributing packages to staff, sending mail, booking couriers, and ensuring proper tracking procedures are followed. Process purchase orders and follow internal approval protocols for payments, collaborating with the Finance department. Document and manage office 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.

Company Events Management

Plan and coordinate company events and workshops, including training sessions, dinners, seasonal parties, and team-building activities.

Health & Safety Responsibilities

Act as a First Aider and Fire Marshal for the office, ensuring First Aid supplies are fully stocked and compliant.

Workplace Culture Enhancement

Strive to make the office an enjoyable and inspiring environment for all employees.

Qualifications

Proven experience in a front-of-house or reception role. Fluent in English, both written and spoken. Strong communication and organizational skills. Ability to multitask and thrive under pressure to meet deadlines. Self-motivated, resourceful, and capable of working independently. Flexible, driven, and team-oriented. Committed to continuous improvement and agile methodologies. Proficient in Microsoft Office applications and internet-savvy. Well-presented and professional with a friendly demeanor.

Benefits

A welcoming, inclusive, and multicultural workplace. Our team comprises over 35 nationalities and speaks nearly 30 languages. Competitive salary and opportunities for personal development. A sabbatical program allowing six weeks of paid leave every four years of service. Private health insurance coverage. Discounts on gym memberships. A self-managed learning budget. Employee referral bonus program. In-house English language classes with native instructors. The option 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.

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