Workplace Experience Coordinator

Workplace Experience Coordinator

We are working alongside a global leader who partner some of the world’s largest organisations, delivering first class, integrated Facilities Management and Workplace Management solutions. Our client supports organisations around the world to develop, implement and manage their Integrated Facilities and Workplace Management strategies.

Our client can provide you with a genuine opportunity to work with a progressive and innovative employer. They are a business pushing to the front of the Integrated Workplace and FM services world. You will make enduring professional relationships; you will work alongside some of the best professionals in the business. If you are focused on aspiration, they will embrace that. More than anything else, they are a people business, their business is their people.

This role is an opportunity to really show what you can do and genuinely add value to a role, make it yours

Our client is committed to creating a diverse and inclusive culture where you will feel welcomed, valued and empowered to achieve your full potential.

The core responsibilities of the role are

The Experience Coordinator plays a vital role in ensuring the seamless and timely execution of all tasks related to Workspace Services. Their responsibilities span various areas, including providing a 5-star experience to customer staff, visitors, and contractors. They maintain office safety and security, as well as foster a sense of community among local teams. By handling logistical and physical environment matters, the Experience Coordinator allows the business to focus on core tasks. Operating at the intersection of hospitality and facility services, they adeptly meet stakeholder and company requirements with a strong commitment to excellence.

Core Responsibilities:

Support Workspace Experience team with executing tasks for all operational aspects of the Facilities Management & Workspace Services

Delivery of first-class Workspace Services:

• Ensure a seamless and personalized guest journey.
• Assist in creating a community feel within the office environment.
• Meeting Room Coordination & Hospitality Support:
• Oversee the preparation, cleanliness, and setup of meeting rooms to ensure they are always ready for use, including AV equipment checks and room organization.
• Coordinate meeting room schedules and reservations, providing support for ad hoc or last-minute changes.
• Ensure meeting spaces are consistently tidy, functional, and fully stocked with necessary supplies.
• Assist with event and meeting setups, including furniture arrangement, seating placement, and AV equipment testing.
• Provide hospitality services during meetings and events, including refreshments and catering coordination.

Front of House Operations

• Assist with managing the day-to-day operation of the reception area, ensuring it is professional, welcoming, and organized.
• Greet and assist visitors, issue visitor passes, and notify hosts of guest arrivals.
• Answer incoming calls and emails; manage the distribution of mail and packages
• Maintain a clear and tidy reception desk, promptly removing deliveries and other redundant items.

Event Planning & Execution

• Partner with the Workspace Experience Lead and stakeholders to organize internal events, summits, and celebrations.
• Support event logistics, including setup, breakdown, and coordination of catering, seating, and other hospitality needs.
• Monitor inventory of event supplies and ensure necessary items are available.

Office and Workspace Support

• Proactively perform daily rounds of the office, inspecting systems, meeting rooms, and common areas, and reporting or escalating issues as needed.
• Assist with managing the inventory and ordering of office supplies, pantry consumables, and cleaning items, ensuring appropriate stock levels.
• Coordinate with the cleaning team to ensure common areas and kitchen spaces are clean and ready for use.

Health, Safety, and Maintenance Compliance

• Work with the Workspace Experience Lead to ensure compliance with health and safety standards, fire safety, and first aid requirements.
• Report maintenance or cleaning issues via the ticketing system and follow up to ensure timely resolution.
• Manage the upkeep of office equipment and systems to meet health and safety standards.

Reception and Administrative Support

• Provide reception coverage when the Receptionist is unavailable.
• Maintain accurate logs of shipments, visitor records, and inventory.

Sound like you ? then please get in touch !

My client is an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age. D E & I is engrained in their DNA.

If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process please contact us on info@spencermarshall.co.uk