Workplace Coordinator in Westhill

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.

Key Duties & Accountabilities

• Reception & Front of House
  • 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.
• Facilities Management
  • 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 key-holding and alarm-response arrangements; escape 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.
• Health, Safety & Compliance
  • 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 timeframes (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.
• Office Administration & Vendor Management
  • Oversee and approve office supply procurement, including stationery, kitchen consumables, and PPE, ensuring cost-effective purchasing within budget.
  • Maintain and negotiate contracts with key service providers including cleaning, catering, plants, waste, and security.
  • Support onboarding logistics for new starters: workstation set-up, access passes and office inductions.
  • Assist with the coordination of internal events, team meetings, and board visits including room set-up, catering, and AV.
  • Support ad-hoc projects across the Company as agreed with line management.

Person Specification

• Knowledge & Qualifications
  • A facilities management or business administration qualification is desirable but not essential.
  • Working knowledge of health and safety legislation (HASAWA, Fire Safety Order, DSE Regulations) and facilities compliance obligations.
  • Familiarity with building management systems, access control platforms, and visitor management tools.
• Skills
  • Highly organised with strong attention to detail and the ability to manage multiple competing priorities.
  • Excellent interpersonal and communication skills – professional, and confident in representing the organisation at reception.
  • Confident user of Microsoft 365 (Outlook, Teams, Word, Excel) and general office management or FM software.
  • Problem-solver with a proactive, can-do attitude; comfortable making sensible decisions independently.
  • Budget-conscious with experience managing supplier relationships and procurement.
  • Strong written communication for correspondence with contractors, landlords, and internal stakeholders.
• Experience
  • Demonstrable experience in a Facilities Coordinator, Office Manager, or Office Administrator role with facilities responsibilities.
  • Significant hands-on experience of managing or supporting an office relocation or fit-out – this is essential.
  • Experience sitting on or working alongside a reception function, with a track record of delivering an excellent front-of-house experience.
  • Proven experience managing external contractors and service providers.
  • Experience conducting or supporting health and safety compliance activities (desirable).
  • Experience with space planning or supporting hybrid/flexible working environments (desirable).