Workplace Experience Coordinator

The Role:

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