Workplace Experience, Front of House Coordinator

at  WorkHuman

Job Description:
The role of Workplace Experience Coordinator (Front of House) is responsible for managing the reception and presenting a warm, welcoming, first impression of Workhuman. As a Front of House Coordinator, you are part of the EMEA Workplace Experience (WX) Team, reporting to the Senior Manager of Workplace Experience. You will work in close collaboration with the Global WX Team, supporting the future of work. The ideal candidate will have previous experience in a reception, hospitality, or customer facing role, be proficient in using office software, and have excellent organizational skills. If you are a detail-oriented and personable individual who thrives in a fast-paced environment, we encourage you to apply for this position.

Responsibilities:

• Primarily responsible for the smooth running of Workhuman’s reception, providing an exceptional front-of-house experience.
• Meeting and greeting of visitors and guests, coordinating on arrival. Ensuring that their visit is memorable and enjoyable.
• Operating the main phone line, answering general front of house queries, and directing visitors on arrival. Coordinate onsite parking.
• Ensuring that Workhuman reception and office is maintained to a very high standard.
• Coordinating deliveries, couriers, and mail.
• Administrative support for all workplace systems and accounts; Access Control, Jira, Envoy, FREENOW, Olive Training, Fitvision App etc.
• Coordinator for workplace ticketing system (Jira) for facilities, catering, and special events; assigning and closing tickets, prioritising requests, tracking, placing orders and reporting.
• Monitoring supplies and stock levels for stationary and general office supplies.
• Manage the security access control system daily, visitor/employee badging process. Running reports as required.
• Coordinate health and safety initiatives; supporting fire drills and employee H&S training platform.
• Facilitate evacuation in case of an emergency and acting as first point of contact for emergency services.
• Support the life cycle of employees for workplace: Setting up new hires on workplace systems, parking permits, desk allocations, closing out leavers, coordinating between with HR and Helpdesk.
• In addition to managing the front desk, a secondary part of the role is supporting the workplace team in Facilities, Events & Wellness; scheduling appointments, coordinating meetings, running orders, and using Asana to support key workplace projects, priorities, and goals.
• Support and assist in the preparation of onsite activities, client visits, meeting setup, workshops and celebrations.
• Updating our intranet, sharing communications to the Dublin site on Slack or email.

The successful candidate will have:

• 3-5 years+ previous front of house / coordinator experience
• A professional, enthusiastic attitude and friendly disposition
• Excellent organizational and multi-tasking skills
• Excellent verbal and written communication skills
• Ability to work on own initiative and take ownership of the role
• Ambitious and willing to work in a fast-paced environment
• Proficiency in all aspects of Microsoft Office
• Knowledge of using Asana, workplace systems or any other PM tools

Job Type:
This role is a full time, permanent position. Onsite 5 days a week (Mon-Fri, 8.30am -5pm) at our co-headquarters in Dublin.
Location:
19 Beckett Way, Parkwest Business Park, Dublin 12.
The Company:
At Workhuman® our mission is to bring more humanity to the workplace. We recognise and embrace individuals’ differences and believe that workforce diversity and inclusion are essential to our long-term growth and success. Even if you don’t think you “check every single box” above, please still consider applying. We’re looking for a human who is collaborative, innovative with a growth mindset
We love what we do because we’re shaping the future of work through our people and our technology. Our human cloud-based applications are helping some of the world’s leading global brands connect culture to shared purpose. The Workhuman Cloud empowers employees to thank, talk and celebrate each other, creating an environment that sparks gratitude and human connection while increasing employee engagement and productivity.

Did you know we have an award-winning culture across EMEA and North America:

• We were named as #5 Best Workplace in the Great Place to Work Awards in Ireland in 2022 in the large-sized workplace category. We were also recognised as the Best Workplace for Women and the Best Workplace in Technology in 2020, 2021, and 2022.
• In 2021 we were named as #2 Best Workplace in Europe in the medium-sized workplace category.
• We were also recognised as #2 Best Large Places to Work in Boston by Built In for 2023 as well as the Best Place to Work in Boston, U.S. Best Large Places to Work, and U.S. Best Places to Work.
• There are currently over 7.5 million users on the Workhuman® cloud across 180 countries.
• Our core values are Respect, Determination, Innovation, and Imagination.

Workhuman is an Equal Opportunity Employer and is committed to the principle of equal employment opportunity for all employees. We proudly provide a work environment free of discrimination and harassment. Employment decisions at Workhuman are based solely on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, or any other status protected by the laws or regulations in the locations where we operate. Workhuman believes that diversity and inclusion among our teammates is critical to our success as a global company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool

• Primarily responsible for the smooth running of Workhuman’s reception, providing an exceptional front-of-house experience.
• Meeting and greeting of visitors and guests, coordinating on arrival. Ensuring that their visit is memorable and enjoyable.
• Operating the main phone line, answering general front of house queries, and directing visitors on arrival. Coordinate onsite parking.
• Ensuring that Workhuman reception and office is maintained to a very high standard.
• Coordinating deliveries, couriers, and mail.
• Administrative support for all workplace systems and accounts; Access Control, Jira, Envoy, FREENOW, Olive Training, Fitvision App etc.
• Coordinator for workplace ticketing system (Jira) for facilities, catering, and special events; assigning and closing tickets, prioritising requests, tracking, placing orders and reporting.
• Monitoring supplies and stock levels for stationary and general office supplies.
• Manage the security access control system daily, visitor/employee badging process. Running reports as required.
• Coordinate health and safety initiatives; supporting fire drills and employee H&S training platform.
• Facilitate evacuation in case of an emergency and acting as first point of contact for emergency services.
• Support the life cycle of employees for workplace: Setting up new hires on workplace systems, parking permits, desk allocations, closing out leavers, coordinating between with HR and Helpdesk.
• In addition to managing the front desk, a secondary part of the role is supporting the workplace team in Facilities, Events & Wellness; scheduling appointments, coordinating meetings, running orders, and using Asana to support key workplace projects, priorities, and goals.
• Support and assist in the preparation of onsite activities, client visits, meeting setup, workshops and celebrations.
• Updating our intranet, sharing communications to the Dublin site on Slack or email