Workspace Service Coordinator

Job Title

Workspace Service Coordinator

Job Description Summary

The Workspace Service Coordinator plays a vital role in ensuring the seamless and timely execution of all tasks related to
Workspace Services. Their responsibilities span various areas, including providing a 5-star reception experience to
customer staff, visitors and contractors. Maintaining office safety and security, as well as fostering a sense of community
among local teams. By handling logistical and physical environment matters, the Workspace Service Coordinator allows
the business to focus on core tasks. Operating at the intersection of hospitality and facility services, they adeptly meet
stakeholder and company requirements with a strong commitment to excellence.

Job Description

Support Workspace Services Team with executing tasks for all operational aspects of the Facilities Management &
Workspace Services (soft & Hard) for our client, Booking.com

 Ensure operational excellence in:

1. Delivery of first-class Workspace Services:

o Ensure a seamless and personalized guest journey.
o Assist in creating a community feel within the office environment.

2. Hospitality and Guest Services:

o Offer hospitality to visitors while they wait for their host to arrive (especially if water facilities are available at
Reception).
o Be aware of fire exits and support evacuation during emergencies, escorting employees and guests to the assembly
point.

3. Visitor Management:

o Familiarize yourself with the office layout and building knowledge.
o When a supplier/vendor/contractor arrives (arranged prior to their visit by the workspace team), check their name
and proof of ID, and direct them according to Workspace team instructions.
o Maintain a tidy reception area and ensure all visitors are registered upon arrival (using the visitor book or relevant
tools).
o Inform appropriate colleagues when their guest arrives (in case of difficulties, inform the Workspace team).

4. Access Control:

o Manage visitor access by creating, deactivating, and issuing new access badges based on instructions from the
Workspace Service team.
o Retrieve access badges from day visitors when they leave the building.
o Keep the badges list up to date.
o In case of uncertainty with unexpected visitors, always consult the Workspace team before allowing entry for security
purposes.

5. Mail and Deliveries:

o Sign for post and deliveries, placing them in the designated post room area.
o Do not open any letter or parcel unless instructed to do so.
o If applicable, open items unless marked confidential, and scan letters with a brief description in the email subject line
for easy identification by the office team.

6. Additional Duties:

o Support pick-up or delivery of physical parcels or mail.
o Partner with the Workspace Service team for efficient communication and guest service.
o Book taxis as requested (where prepayment is not involved).
o Monitor office and pantry supplies, coordinating with the Workspace Service Manager for replenishment.
o Conduct floor walks to ensure the office space remains clean and tidy, reporting any faults.
o Place orders for the lunch boxes / catering requirements
o Assist with courier packages, including preparing shipping labels and planning collection from courier companies.
o Support in setting up meeting rooms and in-house events as directed by the Workspace Service Manager or event
host.
o Account support across APAC Workspace Service team for ad hoc tasks

INCO: “Cushman & Wakefield”