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”