Workplace Services Coordinator

The purpose of this office-based role is to take ownership and responsibility Facilities Management function for the office. The responsibility extends to providing a safe place to work for all staff, clients and contractors, aligned with the management of Health & Safety.

Key responsibilities

• Be responsible for the day-to-day proactive management of facilities contracts, such as cleaning, maintenance, waste management etc.
• Checking that service level agreements have been met and any work is carried out or supplies provided are as specified and to the agreed standard
• Dealing with contractors and suppliers on site, signing off day work sheets or delivery notes and keeping records.
• Dealing with any issues or requests raised and escalating to your line manager if unable to reach a resolution.
• Respond to all related Facilities and Health & Safety issues on the helpdesk.
• Dealing with directly, delegating to a team member where applicable, forwarding to the outsourced service providers as necessary or escalating to your line manager if unable to resolve issues.
• Ensure that the office is always presented in a professional and tidy state, e.g. items are removed to archive quickly, boxes not stored on top of cupboards, meeting rooms, service areas, kitchen and toilets are well maintained.
• Carry out routine GDPR and Security checks on site to ensure compliance
• Be responsible for coordinating projects, including internal moves, facilities meetings and refurbishments of any other Property or Facilities related projects.
• Be responsible for providing the office services such as, but not limited to, mailroom management, stationery supplies, office documentation, catering requirements and provision of refreshments for client meetings, kitchen and vending supplies and adherence to physical data archiving processes.
• Providing clear and professional written and verbal communication to internal and external clients
• Provide ad hoc general administrative support to the function when required.
• Manage and lead the Front of House and Reception team, ensuring high standards of service, professionalism and presentation at all times.
• Manage and administer office security systems and access control platforms.
• Support the management of CCTV, visitor management systems and office security procedures.

Health And Safety

• Manage the online Health and Safety portal relevant to your office.
• Ensure compliance with Health, Safety and Environmental legislation and company policies and procedures and maintain appropriate documentation to evidence compliance.
• Carry out regular workplace inspections to ensure, for example that fire escape routes are kept clear, items are stored safely, there are no trip or slip hazards etc.
• Maintain up to date lists of Fire Marshalls and First Aiders, book any training required and order any first aid supplies. From part of the office fire marshals team and attend meetings/assist with planned drills/evacuations.
• Carry out initial investigation of any Accident or Near Miss reports. Taking any necessary measures to prevent reoccurrence and reporting serious issues to the Head of Property and Facilities.
• Carry out initial investigation of issues raised through the online DSE assessments, helping customers to adjust their chairs and improve their workstations and raising a request for a specialist assessment if required. Ensure DSE assessments are carried out following desk moves.
• Provide Health & Safety Induction for new starters, showing location of main fire escape routes and assembly points and explaining fire and accident procedures

Finance

• Check invoices to ensure goods and services have been received satisfactorily and charges and coding are correct before approval
• Responsible for raising purchase orders for all expenditure and services related to the office ensuring cost control is tightly managed
• Demonstrate diligent procurement methods ensuring services are cost effective

BCP/DR

• Involvement in Disaster Recovery and Business Continuity Planning.
• Be a named contact for emergency out of hours call outs for office related issues.

Regulatory responsibilities | Compliance/T&C

• Ability to demonstrate an understanding of the regulatory framework relevant to the role, whilst practising effective risk management taking account of outcomes for clients.
• Understand, follow and demonstrate compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business. Follow principles and rules of the Financial Conduct Authority (FCA) and the internal requirements set out in the Compliance Manual, local and Group Compliance and Risk policies.

About you | Qualifications, skills and strengths

• Ability to multitask and demonstrate a flexible approach to manage multiple requests
• Ability to provide a high-level customer service experience
• Willing to receive training relevant to the role (i.e. Fire Warden, First Aid, DSE Assessment)
• IOSH Managing Safely – desirable
• Competent IT skills in Word, Excel, Outlook and Office Suites
• Good communication skills both written and oral
• Good time management and diary management skills
• Knowledge of CCTV and access control systems (desirable)

At TrinityBridge we look to recruit individuals from all different backgrounds and encourage you to apply even if you don’t tick every box. We celebrate diversity, promote inclusivity and are open to discuss flexible work options to help you balance your work and home life.

We appreciate that from time to time, recruitment agencies will have speculative CVs that they may wish to submit to our Talent Acquisition team in relation to a specific role.

To avoid any ambiguity around fees, please note that speculative CVs received by TrinityBridge, that have not been authorised in advance, by us, will be ineligible for an agency fee. Thank you.

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