Workplace Coordinator

at  Mitie

Since 1987, Mitie’s 68,000 employees, have been serving companies and communities across the world. We’re the UK’s leading facilities management company. Our clients range from banks to retailers, hospitals to schools, and critical government sites. We make a positive difference to millions of people, every day, and we’re very proud of this. Join us and together there’s no limit to what we can achieve.

Customer

• Deliver excellent customer service, at all times
• Establish good working relationships with the customers in order to be recognised as the natural go to person and a trusted partner.
• Be highly visible in designated area to the user population.
• Direct people to the correct destination as required through site knowledge
• Fulfil all reasonable requests from both visitors & colleagues to ensure their comfort, satisfaction and safety
• Be aware of what’s happening in the building to help provide appropriate information to guests & visitors
• Coordination of all FM services in your designated areas and take real ownership of this area of responsibility
• Innovate – look at ways to stream line business processes and create the most effective environment for the customer/client
• Confident and direct approach when dealing with customers

Communication

• Ensure knowledge of team member and department movements
• Liaise closely with other departments i.e. security, reception, logistics, housekeeping, engineering
• Assisting with floor orientation and equipment induction of new staff.
• Assisting with staff queries both in person, by email or via telephone e.g. alterations to reservation and meetings etc.
• A team player that will help & support other Workplace coordinators and also help and support team members in the wider team
• Sharing knowledge between the team as an ongoing form of communication and learning
• Plus any other adhoc duties as and when required

Administration

• Ensure all tasks are logged with the helpdesk and a record of all tasks is kept up to date and managed through to completion
• General administrative support, communication and hosting as required
• Mail delivery to the correct location.
• Answer all email requests in a professional manner.
• Attend training as and when required

Workplace Standards

• Ensure the smooth running of all facilities management in the designated area of responsibility.
• Maintain a professional image at all times, ensuring all areas are kept clean and tidy and ready for business.
• Liaise closely with all FM service teams to ensure that consistency of standards and a professional image are maintained across the designated areas.
• Check and refresh all meeting rooms and offices spaces on an ongoing basis.
• Assist the client with the booking of meeting rooms and event spaces and prioritise and move bookings when demand exceeds supply
• Ensure meetings rooms within designated areas are always ready for business, this includes room layout, cleanliness, equipment testing and stock replenishment and all vendor services requested are delivered on time and to specification.
• Using in-house system, monitor room usage and provide simple reports.
• Promote and ensure the clear desk policy is adhered to within allocated area.
• Ensuring that all facilities in the designated area are kept clean and tidy, stocked and ready for business i.e. toilets, stationary & kitchen facilities
• Ensure all public/creative/collaborative spaces are always clean tidy and well maintained
• Report any maintenance issues immediately to ensure a speedy resolution, including all furniture, fittings and equipment
• Conduct regular checks/floor walks of designated area to ensure workplace standards are maintained at all times i.e. cleanliness, maintenance, replenishment
• Always adhere to all company policies and procedures and carry out instructions given by the management team
• Understand the location and key amenities

Responsible for health & safety in designated area of responsibility to ensure that any unsafe items/areas are deal