Workplace Coordinator - barcelona
hace 4 días
Barcelona
Role: Workplace Services Coordinator Location: 08021, Barcelona, Spain Temp to Perm (start with 12 months contract then turns to permanent) onsite and in-office 5 days per week Spanish and English required Key Accountabilities • Serve as the main point of contact for visitors, greeting and welcoming guests to the site, directing them appropriately and notifying company employees of the visitor arrival, • Executes on all in-office workplace service events and/or employee activities, partnering with larger GREWS team members to ensure experiences are timely and equitable for all, • Assists with company local events & meetings (onsite/offsite conference room reservations, catering, décor, coordination, etc.), • Manage conference room scheduling and work effectively with meeting hosts during, • pre-event planning process, inclusive of cross functional information sharing related to catering and AV/IT requirements, • Coordinates all aspects of onsite conferencing and meeting, including the configuration and setup of physical spaces including training and conference rooms, • Assists and aligns closely with IT/Helpdesk/EA/HR teams in support of setting up conference rooms, training rooms for corporate meetings, recruiting events, leadership functions, sales conferences, specialty events, etc. as required, • Supports new-hire and onboarding process including workspace preparation, arrival and access credentials, and site familiarization, in partnership with hiring managers, • Maintains security by following approved procedures, in partnership with Global Physical Security, • Maintains safe and clean reception area, break area, conference rooms, and all other Workspaces, • Serve as the local subject matter expert for visiting staff as it relates to hotels, restaurants, team building activities, and general area knowledge, • Administers back-of-house facilities operations including general FF&E maintenance and MEP issues with responsible parties (landlord/property management, vendors, contractors, consultants, etc.). Includes holding vendors accountable to service level agreements and meets with each to review deliverables on a recurring basis, • Meets and collaborates with business unit representatives and stakeholders on a regular basis, • Responds to all workplace inquiries, assesses needs or issues, and takes the necessary corrective action. Follow-up with proper leadership escalation or documentation where necessary, • Acts as a liaison with Landlord/Property Management regarding all back-of-house maintenance issues. Champions a recurring meeting with all parties to ensure effective communication of property/building processes, maintenance events, and projects, • Monitor and maintain office equipment in partnership with the IT department (printers, shredders, etc.) where applicable, • Maintains accurate inventory levels and procures office supplies; including but not limited to snacks/supplies for break area, copy center, shipping/courier supplies, • Receives, sorts and forwards incoming mail. Maintains and routes publications, • Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.), • Be aware of conflicts and adept at keeping meeting hosts aware of updates and working around conflicts in a proactive and skilled manner, • Assists GREWS leadership with OpEx budgeting, forecasts monthly expenses and monthly reporting in partnership with Finance Experience, Skills, and Qualifications • Minimum of 5 years professional experience within a corporate environment, with prior experience in the technology sector being preferred, • Facilities Management and/or Office Services experience. Previous hotel/hospitality front-of-house experience is also welcomed, • Exceptional written and verbal communication skills including ability to communicate with all levels of staff, clients, and external professionals, • Fluent in both speaking and writing Spanish and English, • Ability to interact with people at all levels including senior management, • Basic understanding of local building and fire codes, Fire/Life/Safety plans, and, • Environmental Health & Safety standards, • Basic understanding of commercial MEP systems and functionalities, • Basic understanding of Audio/Visual conferencing systems, • Demonstrated ability to work independently and prioritize multiple, high-priority tasks, • Unimpeachable judgment and discretion in handling confidential information, • Flexibility to perform job tasks outside of job description when necessary, • Keen attention to detail with the ability to juggle multiple priorities, • High level of integrity and ethics with the ability to maintain confidentiality, • Strong working knowledge of Microsoft Office Suite, • Basic knowledge of or experience in cyber security is preferred