Workplace Services Coordinator

Role purpose The Workplace Services Coordinator is responsible for delivering outstanding service-oriented support to our Shanghai office. You will have a varied remit working across a number of areas and in conjunction with employees, visitors and clients to ensure the efficient coordination of office operations. Role tasks and responsibilities Office Management  Responsible for the day-to-day operations of the Shanghai office to ensure the office runs smoothly and efficiently  Maintain a positive working relationship with the building management team, promptly addressing any issues to ensure a comfortable working environment  Monitor and manage access cards for employees, in line with building policies  Act as the key point of contact for office-related vendors, maintaining all relevant documentation and processing payments when required, ensuring adherence to Finance processes.  Supervise on-site contractors to ensure quality work is performed to agreed standards.  Manage relationships with all office suppliers, including the Landlord, travel services, courier services, security suppliers, caterers, office supplies, printing, and stationery. Ensure high-quality service delivery to employees while maintaining cost-effective solutions.  Main point of contact for the neighbourhood committee  Oversee the management of stationery supplies.  Work with ETS (IT) to ensure all office technology and network services are working effectively  Support lease management for the office, tracking key deadlines and connecting all decision makers  Support office moves, from site selection and planning through to completion  Support the onboarding of new starters, assist with leavers and movers including office set-up and orientation  Collaborate with the Global Workplace Services team to share best practices and contribute to improved processes across office operations Health, Safety and Environment  Conduct regular office inspections to identify faults and ensure that minor repairs are carried out promptly and efficiently.  Conduct regular risk assessments and coordinate incident reporting.  Support regional HSE meetings with reporting for the Shanghai office  Keep the emergency contact list updated  Ensure office safety compliance, appointing First Aid and Fire Wardens and ensuring they attend relevant trainings.  Coordinate with building management for fire safety drills, ensuring Fire Wardens complete their duties.  Coordinate health, safety, and office security ensuring compliance with relevant legislation, industry standards and internal policy requirements.  Maintain a clean and safe environment in line with company policies and business objectives  Coordinate office efforts around environmental initiatives, such as Green House Gas Emissions and Plastic Free Month  Oversee the onboarding of new employees providing a comprehensive and welcoming induction tour, including HSE and Fire safety procedures  Coordinate all activities related to departing employees, including collection of equipment and access cards.  Maintain the office security systems, reconcile access cards, escalate and resolve system issues, to uphold a high standard of physical security. Meeting and Event Management  Ensure a professional and welcoming front-of-house experience for employees and visitors during operating hours.  Coordinate internal and external events, managing logistics and ensuring smooth execution  Be the point of contact for visiting employees and Executive staff, including but not limited to arranging office access, issuing invitation letters, scheduling meetings and making local travel arrangements  Oversee the provision of catering services for meetings and events ensuring quality and timely delivery.  Manage internal employee events, such as the annual party, office dinners, or Lunch and Learns. Tracking attendance and reporting on a calendar of events (ability to appoint a Social Committee for assistance)  Work with Marketing to support the hosting of conferences and local events in Shanghai; coordinating local event registrations, liaising with venues, printing of marketing materials, arranging logistics and collecting marketing materials. Administration and Business Support  Write and distribute relevant and concise communications to employees, as required.  Manage documentation, including administering and maintaining content on the intranet and any other document sources.  Conduct general administration and ad-hoc tasks as required, to support local business leaders, including accurately filing company documents and maintaining various records.  Support the sales and marketing requirements of Shanghai business leaders and other local staff  Update CRM records upon request.  Support account management with logistics, contract formatting, translation and editing of marketing materials Requirements  Excellent English communication skills
- written and spoken  Organised and diligent, with good time management skills  Flexible, able to adapt and manage change  Strong communicator, using a professional tone both externally and internally
- ability to build trust and rapport with stakeholders across a variety of levels  Ability to use own initiative, proactively find solutions and own key decisions on office operations  Ability to work in a busy and fast paced professional environment  Punctual and responsive  High attention to detail  Ability to manage small workplace projects and events to agreed timelines and budgets.  Strong experience in the use of MS Office 365 products  Experience in large-scale office projects and moves preferred