Facilities Workplace Experience Coordinator

Job description

The Facilities team manages our workspaces globally, with the purpose of providing safe, healthy, and productive work environments for our people, within our flexible, hybrid working world. ### Who You Are: You are a highly organized, proactive, and service-focused professional who thrives on creating exceptional workplace experiences. Acting as the primary on-site representative for the Facilities Dept you take ownership of the day-to-day office environment and are passionate about delivering a seamless experience for employees, visitors, executives, and stakeholders. You bring a concierge-style approach to workplace support, anticipating needs, solving problems before they arise, and ensuring every interaction reflects professionalism, hospitality, and attention to detail. Whether welcoming visitors, supporting senior leadership, coordinating vendors, preparing for executive and board meetings, or managing workplace requests, you consistently deliver a high standard of service and execution. You are confident working independently and comfortable balancing both strategic priorities and day-to-day operational needs. You can seamlessly shift between employee support, facilities coordination, event planning, and visitor management, maintaining composure and professionalism in a dynamic environment. You build strong relationships across all levels of the organization and are viewed as a trusted partner who enables others to do their best work. You understand that a great workplace is more than just a physical space. It is an environment that fosters productivity, collaboration, engagement, and a positive employee experience. Success in this role requires a combination of hospitality, operational excellence, sound judgment, and a genuine commitment to service. You take pride in creating a workplace that is welcoming, well managed, and always ready to support the evolving needs of the business. ### Your Next Challenge: **Employee Experience & Workplace Services** - Act as the primary on-site contact for employees, visitors, vendors, and partners. - Deliver a seamless, hospitality-driven workplace experience that supports employee engagement, productivity, and collaboration. - Coordinate visitor registrations and logistics, ensuring a professional and welcoming experience from arrival through departure. - Ensure conference rooms, meeting spaces, and collaboration areas are consistently presented, functional, and fully equipped. - Support employees with workplace tools and services, including desk reservation system and office amenities. - Respond promptly to workplace requests, providing proactive communication, effective problem resolution, and exceptional customer service. - Support employee onboarding by coordinating workspace setup, access requests, equipment readiness, and welcome arrangements. - Assist with offboarding activities, including workspace recovery, access deactivation, and coordination with key stakeholders. **Workplace Operations** - Maintain a highly professional, organized, and operationally efficient office environment that reflects company standards and culture. - Oversee the day-to-day management of kitchens, pantries, collaboration spaces, copy areas, and shared amenities to ensure they remain clean, stocked, and fully functional. - Manage inventory and procurement of workplace, pantry, and office supplies, ensuring cost-effective stock management and service continuity. - Coordinate incoming and outgoing mail, courier services, shipments, and package distribution. - Maintain storage areas, workplace inventories, and asset records in an organized and accurate manner. - Administer workplace systems and tools, including desk reservation software, occupancy related processes, and workplace data reporting. - Monitor office utilization trends and identify opportunities to enhance workplace services and employee experience. **Facilities & Vendor Management** - Act as the on-site representative for Facilities, championing workplace standards, identifying opportunities for continuous improvement, and ensuring alignment with broader corporate workplace strategies. - Serve as the day-to-day liaison with building management, engineering teams, and service providers to ensure seamless workplace operations. - Coordinate, monitor, and follow through on maintenance requests and facilities issues, ensuring timely resolution and stakeholder communication. - Manage relationships with key service providers, including janitorial, recycling, pest control, HVAC, food services, office supplies, and courier vendors. - Conduct regular workplace inspections to proactively identify issues and maintain a consistently high standard across the office. - Verify vendor work is completed in accordance with agreed service levels and escalate concerns where necessary. - Maintain vendor records, service schedules, and facilities documentation, ensuring accuracy and compliance. **Events, Meetings & Hospitality** - Coordinate workplace hospitality services for meetings, employee events, town halls, leadership visits, and other business activities. - Support the planning and execution of executive meetings, Board meetings, and high-profile visitor engagements. - Manage meeting and event logistics, including room setup, catering, audio-visual requirements, furniture arrangements, and post-event reset. - Partner with HR, Technology, Internal Communications, and business leaders to deliver engaging workplace initiatives and employee programs. - Ensure hospitality and service standards consistently support a professional, welcoming, and premium workplace experience. **Health, Safety & Compliance** - Support workplace health, safety, and wellbeing initiatives, helping maintain a safe and compliant working environment. - Coordinate emergency preparedness activities, including fire drills, evacuation planning, and workplace communications. - Maintain first aid provisions, workplace notices, emergency resources, and compliance-related records. - Partner with building management and vendors to ensure required certifications, documentation, and compliance requirements remain current. - Promote a culture of safety, inclusion, and workplace responsibility across the office. **Administration & Reporting** - Process invoices, purchase card transactions and purchase orders, in accordance with company procedures. - Maintain accurate facilities records, workplace documentation, floor plans, and asset information. - Track workplace requests and service activities, providing updates and reporting to stakeholders as required. - Support budget administration, expense tracking, and reporting for workplace and facilities services. - Maintain and update local workplace resources, including SharePoint content, office guides, and employee information. - Deliver proactive workplace communications through approved channels, keeping employees informed of facilities updates, office activities, and service-related matters ### What You'll Need: - Minimum 3 years of experience in workplace services, office management, facilities coordination, workplace experience, hospitality, or a related field. - Ability to work independently, exercise sound judgment, and maintain a high level of service, responsiveness, and accountability. - Strong customer service and interpersonal skills with a people-first approach and a passion for delivering exceptional workplace experiences. - Experience supporting employees, visitors, senior executives, and vendors within a professional corporate environment. - Excellent verbal and written communication skills, with the ability to engage confidently with stakeholders at all levels. - Strong organizational and problem-solving skills, with the ability to effectively manage multiple priorities in a dynamic environment. - Experience using Microsoft Office, Outlook, Zoom, and workplace management systems. - Comfortable carrying out operational workplace activities, including meeting and event setup, inventory management, workplace inspections, and supply replenishment. - Positive attitude, strong sense of ownership, attention to detail, and a commitment to creating an exceptional employee and visitor experience. - Demonstrated ability to maintain professionalism and discretion when supporting senior leaders and high-profile visitors.