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London, South East England
23 Jul 2017
22 Aug 2017
Contract Type
Full Time
Workplace Coordinator/Facilities Assistant
6month FTC 8-5pm Mon-Fri
London Sites
£24,000 + Excellent Benefits

MAIN PURPOSE: The Workplace Coordinator will be responsible for the provision of proactive focused service for their area and the wider environment through the application of policy, ownership and best practice.

To act as the local 'eyes and ears' of the AWS Team bringing any areas of improvement or issues to the Senior Workplace Coordinators attention.
To encourage a self help ethos within the business and ensure all AWS related incidents to be logged via the Helpdesk.
To provide local feedback to Service Managers on the office working environment and Workplace services supporting the business.
To ensure that a single team approach is developed across their buildings, working closely with peers and self covering as required for others in order to best manage available resource.

Strategy and Direction

To act as the local 'eyes and ears' bringing any areas of improvement or issues with the following services the relevant Service Managers attention: Vending, Reception, Maintenance, Cleaning, Housekeeping, print device availability and stationery.

To act as a signpost for BU staff by being aware of AWS services including; records management, Mailroom/couriers, mini bus, etc.

To support Service Managers locally as required on issues with: Porterage, M&E Maintenance, Fabric Maintenance, Helpdesk Response, Projects, Churn, Space Planning & Utilisation and Corporate Social Responsibility.

Where any issues with the above services are identified to either encourage BU staff to log the call with the appropriate Helpdesk (FM, IT, etc) or log it themselves.

Deliver the Directly Managed Services outlined below:
Develop a feeling of ownership and pride in our buildings taking responsibility for a total Workplace delivery using the helpdesk and the wider AWS network. Act as gatekeeper and ambassador for making our buildings and the EY experience the place to be.
Housekeeping of public areas, confidential rooms and hotdesks.
Enforce workplace standards/policies including clear desk and use of study booths, etc.
Ensure internal meeting and project rooms are set to go. .
Chasing any outstanding incidents reported to the helpdesk
To support the AWS element of the HR Process covering leavers, new joiner, secondment, transferee process, ensuring new joiners are integrated effectively with the necessary knowledge and awareness to agreed CBS service levels.
To ensure reference databases (EYHelp Online) are kept up to date for workplace.

Health and Safety
To support Enterprise Risk with current and new initiatives ensuring adequate time is made available to ensure compliance and that deadlines are met.
As reasonably requested to support with the following Health & Safety responsibilities:
Review signage and ensure it is consistent with H&S law and the firm's corporate policy
Coordinate, plan and undertake DSE and H&S inductions
Carry out Maternity Risk Assessments
Undertake duties of Fire Warden.
Monitor working practices on floors and take remedial action as necessary.
Attend First Aid training and apply as appropriate.
Undertake utilisation counts on floors as directed.

Finance and reporting
Check and Code Basware invoices for services/goods purchased or enjoyed by workplace services in accordance with agreed best Financial practice.

Support and assist with the roll-out of environmental initiatives
Promote best practice across the office for waste and energy management
Support the firm's environmental policy to improve overall performance and help it achieve its stated environmental objectives and targets

Fully support the implementation and ongoing requirements of EY's ISO standards.
Ensure all areas of Operations and Workplace are compliant with relevant policies and procedures, and whereappropriate, actively contribute to continuous improvement programmes.

Self starter
Strong team leader and player with the ability to motivate teams
Strategic thinker with an analytical mind
Ability to operate calmly under pressure and manage competing priorities
Strong customer focus and influencing skills
Strong personal awareness and credibility
Strong communication skills (oral/written)
Sound management and judgement skills
Strong relationship management skills
Appreciation of business administration and financial planning/budgeting
Understanding of continuous improvement methodologies
Enthusiastic, committed and determined
Sense of humour and an eye for detail
Willingness to roll up sleeves and make it happen
Ability to lead by example
Willingness to work unpaid overtime to cover sickness and holidays
Non parochial outlook on work demise. Contributor to peer group support structure
Striving to improve the service offered with proactive approach to service delivery and client satisfaction

General Experience
Knowledge and understanding of the health and safety relevant to office inc; Fire, First Aid, DSE, and Accident reporting
Demonstrable ability to work independently and as part of a team
Awareness of the impact upon the Firm of legislative, technological or other changes, with the ability to respond effectively
Sound knowledge of current methods of FM
Knowledge of databases