Job Title
Workplace Coordinator
Job Description
The Workplace Coordinator is responsible for the day-to-day coordination of the London office (Tower Bridge), supporting the London Workplace Manager in maintaining high workplace standards and delivering an excellent employee and visitor experience.
Acting as the primary point of contact for workplace operations, the WC will lead the Front of House team, coordinate workplace services and events, and work closely with stakeholders, service partners, and building management to ensure the smooth day to day running of the office. The role requires strong customer service skills, attention to detail, and previous experience in a busy office environment as part of a Workplace or Facilities Services Team.
The successful candidate will support the delivery of best-in-class workplace services, contribute to the ongoing development of the office environment, and help ensure the London office remains a high-quality workplace that supports business objectives.
This is a fully onsite role based in the London office, five days per week. Occasional flexibility outside normal business hours will be required to support projects, events, or office activities.
Role Responsibilities
Front of House/Reception
- Ensure continuous reception desk coverage, maintaining a professional and efficient front-of-house service. The Workplace Coordinator is expected to be based at reception and is responsible for organising team resources to ensure meeting rooms and events are set up in line with business requirements. They must also ensure appropriate coverage for both reception operations and meeting/event support during periods of absence, in collaboration with the Workplace Manager.
- ‘hands on’ accountability and responsibility of setting up event rooms. The event rooms can be configured to multiple layouts (either 1 large meeting space which accommodates c250 people or 3 smaller spaces with a capacity of 20 – 50 people in each space). The furniture is configurable and would need to be changed around on average twice per week to satisfy business requirements.
- Leadership and coordination of the front of house (or reception) function in London, delivering standards of excellence across the board.
- Line management responsibility for the Front of House in London. Overseeing recruitment, training and development for the team.
- Administer Workplace inboxes and respond promptly to internal and external requests
- Oversee the Workplace ticketing system, ensuring service requests are actioned and resolved within agreed SLAs.
- Develop, implement, and continuously improve visitor management processes to ensure a seamless, professional, and secure experience for all visitors.
- Drive the consistent implementation and adherence to workplace processes across the Front of House team, ensuring high standards of service delivery, operational efficiency, and compliance with established procedures.
- Building, developing and maintaining a strong, cohesive team.
- Support the Workplace Manager with processing purchase orders
- Ensure high standards of workplace and customer experience are embedded within overseen teams.
- Ensure all team members are aligned in supporting the implementation of global facilities strategies.
- Work effectively with other teams, such as IT, to enable successful delivery of goals, objectives and projects relevant to the workplace.
- Provide effective support to employees visiting from other locations whilst they are in London.
Facilities Management
- Co-ordinate minor day-to-day works associated with the London office, escalating to the Workplace Manager as needed.
- Ownership of the locker allocation process.
- Management of office stationery stocks.
- Work with all London workplace suppliers including but not limited to; general maintenance, plants, catering, cleaning, coffee machines, general office suppliers, room/desk management systems.
- Oversee maintenance programmes and repairs to ensure the office is consistently maintained to a high standard.
- Maintaining key operational level relationships with the Landlord and external providers, calling in service providers as required and escalating issues to the Workplace Manager as required.
- Contribute as needed to ongoing monitoring of the quality of service rendered by suppliers as per defined service level agreements.
- Undertake regular workplace inspections to ensure the office is maintained to a high standard, identifying opportunities for improvement and coordinating corrective actions where required.
Health, Safety and Physical Security
- Support health, safety and physical security requirements of the London office as required.
- Support and contribute to the development and management of processes to ensure each global office maintains appropriate workplace health and safety standards, in line with enterprise requirements as well as local legislation.
- Ensure that all works and maintenance activities comply with current statutory legislation and codes of practice and that the services effective and fit for use.
Global team
- This role is primarily focused on the London Office but is expected to support (as appropriate) global objectives and be part of an enterprise-wide delivery of global workplace and facilities services
Qualifications & Experience
- 1-2 year prior experience with in-house coordination of a fast-paced environment.
- Experience with high-quality hybrid model office environments.
- Strong organisational skills with the ability to prioritise tasks and meet deadlines
- with attention to detail.
- Excellent verbal and written communication and interpersonal abilities.
- Experience with providing excellent standards of customer service/employee experience
- Demonstratable experience of coordinating office events and/or facilities operations.
- Proficient with Microsoft Office systems (Teams, Outlook, PowerPoint, Excel), Support system (Service Now) and Supplier management system (Coupa).
Working For Pacific Life Re
Every person in our global team is valued for the unique qualities they bring to our business and we seek to build their expertise and support their individual ambitions at every step. Of course, we take our work seriously and we know our team can operate under great pressure. We work hard and thrive on achievement, but we also know how to have fun and relax too. We regularly host a range of team building days to strengthen our team's connection with each other and reflect on their successes.
Providing employees with a healthy work-life balance is very important to our culture. We have a wide range of employee benefits and we host regular social activities and well being initiatives. We are also committed to supporting our employee's involvement in their communities, by actively fundraising, hosting charity events and overseeing volunteering opportunities.
Benefits (Only for Permanent and Fixed Term Employees)
Leave
25 days of annual leave with option to buy/sell more days
Adoption and fertility leave
Generous enhanced parental leave
Healthcare
Savings & Retirement
Wellness
Subsidized gym membership
Access to Employee Assistance Program
Cycle to Work and Electric Car Salary Sacrifice Scheme
Time off for volunteering
Charitable matching of employee donations
You Can Be Who You Are
We are committed to a culture of diversity and inclusion that embraces the authenticity of all employees, partners and communities. We support all employees to thrive and achieve their fullest potential.
As part of our commitment to diversity and inclusion, we will provide reasonable adjustments during the recruitment process to ensure equal access to applicants with disabilities. Please contact us about your needs so that we can discuss these with you to make sure that suitable adjustments are made, where possible.
Pacific Life Re Values
Please click here to view our company values
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