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

 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