Senior WPS Co-Ordinator

7 months ago

Dublin, Ireland Apleona HSG Facility Management Full time
Advert Text

Reporting to the Account Manager, The Snr Workplace Coordinator for Office Services is responsible for the running of our clients employee floors and will be the client interface between our customers and the TFM provider.

This is a complex position that requires the ability to prioritize and multi-task. As part of the Dublin Workplace Services team, the Snr WPS Coordinator, will partner with the FM Provider focusing on both office and soft services, while working side by side with Office Assistants /Janitors and wider Workplace Services Team, to ensure smooth day-to-day operations in our state of the art campus.

The Snr WPS Coordinator will also ensure any external and internal guest visiting the office will have the best possible experience from the moment they enter until the moment they leave the building. This is done by ensuring all our facilities and office services operate and are maintained at the highest standard.

Key Accountabilities

Consider the accountabilities of the job in terms of outputs to the external/internal customer, team leadership and financial and process responsibilities

Accountability

1. Core Responsibilities Overview: Running of employee floors daily operation

Support Associate Manager for Office Services with day to day running of the Tower, special projects / initiatives and administration. Work closely with other Snr WPS coordinators to carry out detailed floor walks of employees spaces, checking office pillar services are running smoothly, inclusive of snacks and refreshments, janitorial, plants, meeting rooms, open areas, pantries, printing areas, mail and packaging Support in keeping space on brand; order and maintain branded and SF office supplies, such as signage, accessories, branded crockery etc. Ensure meeting rooms and collaboration spaces are turned over and reset as required Work closely with Business Unit Leaders and Employees Partner with Business Technology, Employee Success, Recruiting, Corporate Safety & Security, to help deliver a consistent level of service ensuring employees have a safe and optimal work environment on employee floors and other areas such as Ground and LG floor Escalate any repairs and reactive works that are found, and interface with Hard Services / Facilities repairs Ensure smooth operation Cubby Management, clear desk and lost and found Support ticket handling through REWS ticketing tool, for meeting requests and reactive works related to office services Keep up to date with wider EMEA and SF policies, playbooks, townhalls, office lead calls etc. Assist in tracking KPI's, attending and feeding back on monthly KPI meetings as required Check notice boards on all floors, checking content is current, removing out of date signage

2. Communications responsibilities

Coordinate and handle employee queries on the ground, communicate with employees in an open and honest manner to ensure satisfaction of repairs, maintenance, refreshment and soft service queries Support where required on the creation and maintenance of local office specific playbooks, processes, operating manuals and training documents Support where required on the maintenance and updates for the REWS website Be available to handle the escalation of WPS queries with employees Use appropriate communication, and Salesforce technology, such as Slack, Quip to inform employees of key messages and key information in relation to Office Services Keep track of area usage, and feedback to Associate Manager Coordinate access control for office services pillar, e.g. Field Glass, site access, out of hours procedures etc. Maintain excellent working relationships with Front Desk Teams, GSAs and respond to items relating to office services

3. Wider Team responsibilities

Be an active member of the Emergency Response Team, i.e. first aid trained / fire warden Support Sustainability, Accessibility, and updates to our Snack & Refreshments program, Ensure Printing Areas are fully stocked - coordinate order of Stationery Participate as required in Regional task forces Support Space champion on changes, projects, data collection Flexibility to assist on larger events as required  Partner and work closely and openly with other HQ, EMEA and WPS colleagues

Skills / Experience Required

Proactive and positive attitude. Have great time management skills. Customer service-oriented attitude. Team player, also across functions and locations. Excellent interpersonal and communication skills, including understanding for the use of confidentiality and diplomacy. Excellent multi-tasking, project management, and organizational skills. Ability to work in a fast-paced environment and meet deadlines. Self-starter: can make decisions on the spot. A high degree of initiative, ability to learn, understand and identify solutions. Knowledge of Google suite (Gmail, Gsheets, Slides)

Job Ref: 12587

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