Workplace Coordinator

To serve as the first point of contact for all visitors, staff, and contractors, while taking ownership of the day‑to‑day operation of the office environment. The Workplace Coordinator ensures the physical workspace is safe, compliant, well‑maintained, and welcoming, managing facilities, vendor relationships, health & safety compliance, and office administration in equal measure. This is a highly visible, hands‑on role situated at main reception whilst supporting all office facilities requirements.

Reporting to the QHSE Manager, the Workplace Coordinator will:

• Manage reception 5 days per week, greeting all visitors, contractors, and couriers professionally and ensuring a consistently welcoming first impression.
• Operate and maintain the visitor management system, issuing passes, logging arrivals, and maintaining a real‑time visitor log.
• Answer and direct incoming calls and general office enquiries, escalating where appropriate.
• Maintain the reception area and meeting rooms in a tidy, presentable, and client‑ready condition at all times.

• Advise and guide the Facilities Officer on facility support requirements and facility work activities and duties.
• Take day‑to‑day ownership of the physical workspace, acting as the primary point of contact for all building and facilities matters.
• Liaise with landlords, managing agents, and external contractors to coordinate maintenance, repairs, inspections, and fit‑out works.
• Manage planned and reactive maintenance schedules, ensuring works are completed on time, on budget, and to standard.
• Oversee access control systems, security passes, CCTV, and alarm systems, acting as site contact for these systems and providers including keyholding and alarm‑response arrangements; escalating faults promptly.
• Manage desk and space allocation, supporting hybrid working arrangements and space planning requirements.
• Lead on office moves and relocations – candidates must have direct, hands‑on experience of managing or supporting an office move, including project coordination with landlords, removal companies, IT, and internal stakeholders.

• Act as a key contact for health and safety matters, maintaining compliance with all relevant legislation and internal policies.
• Manage and review risk assessments, fire safety checks, and DSE (Display Screen Equipment) assessments.
• Ensure up‑to‑date records are maintained of all statutory compliance activities.
• Act as the focal point for all contractor activities on site, ensuring works are appropriately planned, coordinated, and supervised, including contractor selection, onboarding, and performance monitoring.
• Ensure all contractor compliance requirements are met, including pre‑qualification checks (insurance, competency, certifications), review and approval of RAMS, implementation of permits to work where required, delivery of site inductions, and maintenance of up‑to‑date contractor documentation and records.
• Ensure effective service oversight through monitoring of contractor performance against agreed KPIs, maintaining waste compliance documentation, and addressing any quality, safety, or compliance issues.
• Support QHSE Department with facilities related ISO requirements, facility contract quality assurance, Non Conformance Tracking and facilities contract performance reviews.
• Maintain oversight of the facilities compliance schedule, ensuring all statutory inspections, servicing, and certifications are completed within required time frames (e.g. fire systems, HVAC, electrical, lifts, water hygiene/Legionella, access control).
• Track and follow up on remedial actions arising from inspections, audits, or risk assessments to closure.
• Ensure all compliance records, certificates, and reports are accurately maintained and readily available for audit.
• Support delivery of office‑level sustainability initiatives, including waste reduction, recycling performance, and energy monitoring in alignment with company ESG objectives.

• Oversee and approve office supply procurement, including stationery, kitchen consumables, and PPE,…