Workplace Support Specialist

We are looking for an Experience Coordinator to be the cultural ambassador and service leader in our office environment. As a cornerstone of the front‑of‑house (FOH) team, you will create a supportive, comfortable atmosphere by welcoming visitors and supporting all employee‑facing services. You will provide experience services and support to increase individual well‑being, personal productivity, and organisational effectiveness.

Workplace Support Specialist (WSS)

Duties and Responsibilities

• Provide coordination and support for delivery of Workplace Services.
• Services include, but are not limited to: Concierge, Reception, Badges and Security, Room Management, Meeting and Event Support, Community Programs, Meeting supply equipment/Stationery points, Food Services support, Support Employment, Company Store, Pet Programs, Document Services, Legal letters and Post Room service, Record Archiving and Data Report files, Set ups, Space reset, Entrance screening protocol and Workplace onboarding.
• Reception and CEC: organised and managed the weekly rotation between the 2 areas.
• Support on both reception inbox and receptions as needed, data reports, daily basis tasks.
• Cover post rooms duties: parcel enquires, delivery spreadsheet updated, legal letters, shipments tasks.
• Main point of contact for vendors on site, escorting where necessary and supporting and managing temporary badge access.
• Maintain awareness of workplaces, submit cleaning and maintenance works orders/tickets as needed and/or communicate with appropriate partners to address the issue. Respond to customers on behalf of other team members (eg Facility team, cleaning team).
• Respond to customer requests and complaints promptly with accurate and thorough information according to the specific request. Assist with meeting set up, furniture reset, and delivering temporary equipment and supplies. May assist with temporary signage.
• Curate and administer the Host platform and client materials customised to meet the full Host experience. Ensure client and company materials comply with client and company brand guidelines.
• Greeting employees and announce clients and visitors. Conduct and guide guest registrations through Badging software. Issue temporary badges and contractor badges. Receive, redirect incoming calls to appropriate parties.
• Utilise and maintain integrity of databases, support data entry of required reports and other digital tools associated with service delivery, as requested.
• Follow security and emergency procedures as defined for the property. Respond to emergency situations in a calm, efficient manner. Summon appropriate assistance and make appropriate notifications in accordance with operating procedures.
• Maintain records of vendor proof of insurance and contractual documentation in place, per requirements.
• Collaborate with vendors employees who provide services and goods.
• Deliver orientations, such as a tour of facility, how to submit a work order, where supplies are kept and ordering procedure.

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