Workplace Services Co-Ordinator

  • Permanent
  • Highland Council, United Kingdom
  • £27,000 to £30,000 per annum

Workplace Services Co-Ordinator

Our client is a leading global provider of facility services, providing services to complement customer’s workplace. They use a unique combination of data, insight and most importantly, people to make a difference across diverse environments such as offices and factories, airports and hospitals across the world. They are looking for a Workplace Services Coordinator to join their team based in Inverness on a permanent basis.

Job Purpose:
To support the Regional Workplace Services Manager in the management of all aspects of facilities and taking on full responsibility for the site. You will actively support them in the day to day delivery of comprehensive facilities support services on site and ensure the buildings are a great working environment for customers. You will need to be highly motivated, engaging and able to operate under your own initiative.

Key Responsibilities:
* To support the RWSM with the day to day delivery of the facilities service at the site
* Assisting with ensuring that facilities available at each site remain in a manageable, safe and effective condition.
* Assisting with ensuring all services, including Security, Cleaning, Health & Safety, Environmental, Maintenance, Space Management and Office Services (photocopying, mail, stationery, etc), provided are timely, appropriate and provided in a professional manner that reflects Capgemini standards and procedures.
* To provide support to Business units and assist with the delivery of their services.
* Management of the site Facilities team
* Financial Management
* Be aware of and understand cost control and budgets
* Where appropriate, assist with completion of financial recording to required finance deadlines including forecasting, actuals and budgets
* Ensure invoice queries dealt with promptly
* Assist with control of Fixed Assets
* Occasionally, support colleagues at Capgemini Nairn office

Security Management
* Assist RWSM with control of overall security of premises in line with procedures and with support from Head of Physical Security
* Liaison with manned security contractors as appropriate to the site
* Liaison with security equipment contractors as appropriate to the site
* Assist with management of site security systems: Intruder alarms, Access control, CCTV, shutters and barriers
* Assist with site Incident Control (bomb threats), or close liaison with IC for Data Centres
* Ensure control of ID Badges
* Ensure Security/management of car park
* Assist with maintenance of Business Continuity Plan identifying space requirements for each business unit on site

Premises Management
* Assist with Space Management – monthly desk utilisation surveys and provision of hot desking facilities, and space planning and office moves in liaison with the Space Co-ordinator.
* Assist with Property management as appropriate to the site – liaison with building owners in conjunction with Property Project Managers
* Alongside the FM, liaise with & control of Facilities contractors and suppliers of HVAC, Fire Protection and M&E services.

Office Services
* Ensure all services are maintained and available in line with SLA agreements
* Cleaning – monitoring of service and liaison to ensure high quality service, as guided/agreed with the RWSM
* Waste Management – promoting good waste management to site residents and working towards the Company’s waste objectives, as guided/agreed with the RWSM
* Management of Offices Services with day to day responsibility delegated to members of the Facilities team
* Management of meeting and conference rooms including audio visual equipment, coffee and catering services
* Stationery – provision of standard stationery items to resident staff; provision of non-catalogue stationery items on request of resident staff
* Management of office equipment: photocopiers, faxes, shredding machines, binding machines etc, to ensure maximum performance and availability
* Management of post, courier & transport services
* Archiving and storage- provision of adequate on or off-site archive and storage facilities
* Telephone – first point of contact for desk telephone problems
* Notice boards – ensuring the display of all legally required information and the provision of current company information

Health and Safety Management
* Assisting RWSM with the co-ordination of Health and Safety issues (with support and guidance from our H&S Manager) and compliance with all applicable legislation and regulations
* Act as Site Incident Control Officer for Fire, Bomb Threat, Accident etc.
* Act as to ensure adherence to requirements of RRO Regulations including organising regular fire drills, testing fire alarms and training of Floor Marshals
* Assist with ensuring the provision of adequate available First Aiders and maintenance of first aid equipment

Skills required
* Excellent planning, organisational and time management skills
* Evidence of strong communication skills (written & oral) and ability to communicate effectively with all levels within and outside Capgemini
* Excellent PC skills including Word, Excel, PowerPoint and Outlook
* Ability to work under pressure and to tight deadlines
* Excellent “people” skills and customer liaison skills


  • Educated to a good standard of education
  • Finance qualifications preferred but not essential


  • Previous experience in a Facilities Manager/Senior administration role preferred but not essential

To apply for this position please submit your up to date CV via email to or contact Karen Otton on 02392 314795.

stride is acting as an Employment Agency in relation to this vacancy.


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