Workspace Experience Coordinator
Work Dynamics - Integrated Facilities Management
Workplace Engagement:
- Lead employee engagement at all levels as main point of contact for all staff in the building as well as related questions.
- Act as a workplace community liaison to bring together teams, support and promote internal events/clubs and build the community.
- Engagement meetings are hosted by the Workspace Experience Coordinator to prompt proactive feedback about the building and enhance the overall workplace experience.
- Provide feedback and suggestions raised by the staff to the CRE and workplace team.
- Arrange and meet regularly with the client within their area to ensure that needs are being met and liaise with other key business department managers.
- Deliver an events program and offering on par to the hospitality industry
- Set-up all the event logistics from the ground up (workflow, SOPs, internal communication, BEOs etc.)
- Independently manage simple to complex event logistics, budget management and communications of internal and external (client-facing) meetings and events, including trade shows, townhalls and product launches
- Ability to prioritize and self-manage multiple events in planning concurrently
- Coordinate team activities (staff meetings, all-hands meetings, and social events)
- Act as a building ambassador, including maintaining a welcoming presence in public spaces during high traffic times – especially during events
- Respond to in-person, phone and email requests from business units providing guidance and information in a timely manner
- Negotiate contracts with area vendors for best prices and services supporting events
- Promote activities that bring together employees from across different teams within the business
- Establish relationships with key stakeholders across the business units
- Become an effective bridge point between the business units, local/regional CS and the HSBC end-user colleagues and constantly think of ways to partner and combine forces
- Consistently bring in environmentally friendly behaviours and ideas, avoid single use plastic and or amenities to support clients goal towards Carbon Net Zero
- Keep a list of diverse suppliers in events and ensure to promote space activation of newly launched spaces of the Connected Workspace
Proactive Workplace Management:
- Mitigation of workplace challenges and prepare proactive solutions to improve productivity amongst the building.
- Conduct floor work regularly to ensure space readiness.
- Monitor space utilization on a day-to-day basis. Proactively identify low and high usage areas and let Occupancy Planning know of any challenges or opportunities that exist. Also, prepare recommendations for improvement and increase productivity.
- Review neighbourhoods sizes, work patterns (e.g. how busy neighborhood's and floors are on different days/times) and whether work settings are being used for their intended purposes or not and providing feedback where necessary to CRE.
- Help support & coordinate Workplace initiatives; including any communications campaigns associated
- Liaise with the Workplace and project teams for periodical reviews of fixed desks requirements.
- Identify areas of improvement in delivery of the services and processes, work closely with the counterparts to ensure a consistent level of service delivery across the company and implement change as required.
- Work together with the company’s environmental team to raise awareness and ensure optimum recycling for site/client’s business area and/or neighborhood.
Facility Management:
- Ensure the provision of a safe working environment.
- Ensure compliance with statutory regulations on fire, health and safety standards.
- Recommend continuous quality improvement practices and implement Industry Best Practice operations.
- Implement workplace procedures and performance measures and ensure they are maintained at all times.
- Ensure disaster recovering and business continuity plans are implemented and maintained.
- Ensure escalation procedures and incident reporting procedures are implemented and in place.
- Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalle’s business conduct.
Workplace Etiquette:
- Championing flexible working and provide support to employees on tools (e.g.
- Resource booking, onsite AV equipment) and processes, introducing and reinforcing protocols & etiquette, being visible and available to the employees to answer questions & provide information about the work environment.
- Ensure the building and relevant equipment / technology is in perfect working order
- Encourage ownership of issues with shared desk/space by supporting and guiding users with issues to the right direction (e.g. IT or facilities helpdesk).
- In coordination with Security and the business, manage the locker process & ongoing distribution post implementation
Reporting
- Provide the Workspace Experience Manager / Country Account Lead with weekly updates on event & activation, on-boarding of new suppliers, and key challenges and other relevant affairs.
- Create monthly report on engagement activities, space activation events via HX Wallpapers; as well as workspace utilisation or under-utilisation of new spaces to support the planning team in making better workspace and furniture design decisions in the future.
Experience and Skills
- Bachelor’s Degree or equivalent work experience
- At least 3 years’ experience in event management, including VIP concierge services
- Previous concierge or community management experience highly-preferred
- Proven leadership skills with the ability to manage multiple priorities and deliver results in a fast paced heavily matrixed environment.
- Exceptional customer service skills with a passion for hospitality
- Able to think quickly and efficiently when confronted with a business unit request
- Motivated self-starter who is able to work with minimal supervision
- Creative problem solver
- Great time management
- Proactive, approachable and solution-focused
- Strong planning and organizational skills
- Excellent interpersonal and communication skills
- Flexible and proactive, no 9-5 mentality
- Experience in working within a dynamic workplace environment that promotes agile working practices
- Ability to build positive relations with colleagues, clients and guests
- Strong team player with a commitment to support their colleagues and clients
