WORKPLACE SERVICES COORDINATOR - Flexim - Bruxelles-Capitale

The Workplace Services Coordinator (WPS), is leading the local WPS operations in the Salesforce Brussels office, ensuring a 5-star employee and customer experience, every day, throughout the entire office.
Reporting directly into Workplace Services Manager(remote), he/she supervises the
onsite team of contractors for a smooth daily office operation.
The services provided by the team include mail services, meetings & events, office refreshments & stationary as well as janitorial and facility maintenance.
The Workplace Services Coordinator will also ensure any external and internal guests visiting the office will have the best possible experience from the moment they enter until the moment they leave the building. This is done by ensuring all our facilities operate and are maintained at the highest standard and meet all compliance requirements at all times. This role is instrumental to ensure our office and services are maintained at the highest standard at all times.
This position requires strong communication skills, leadership, and administrative skills, computer knowledge, and a basic financial and procurement understanding. A high level of service orientation, as well as strong time-management and problem-solving skills, are a prerequisite for this central role.

General

• Act as the local and main point of contact for WPS in Belgium, working directly with the Country Leadership team and supporting functions.
• Manage relationships for the Workplace Services organization in Brussels, acting as the main focal point for our E-Suite Provider and Landlord.
• Show responsible use of resources and budgets
• Cooperate closely with Office Leads across the region to ensure seamless cooperation between the teams, share best practices and drive improvements
• Support the WPS Lead on driving employee satisfaction survey, set-up KPIs as appropriate with vendors and look for methods of enhancement.

Facility Management

• Manage the relationships with the E-Suite Provider (Silver Square), Building management Team and Landlord representatives and coordinate between internal and external parties
• Act as a single point of contact for all facilities matters and react appropriately to queries raised
• Conduct regular checks on all floors and services, ensuring Janitorial standards and SLA’s are met and consistent
• Conduct regular Facility Maintenance checks and ensure documentation of the same. Coordinate required preventive maintenance and repairs with relevant parties, such as the building management team, E-Suite provider, handyman, or other external vendors together with TFM Account Manager.
• Own the relationship with the TFM and other facilities management support functions, meet regularly with the account Manager, reviewing the quality of service.
• Ensure all corporate security process are followed in regards to any external vendors and onsite works in Salesforce premises
• Take ownership for the local rollout of global WPS initiatives and projects, such as culture gallery, densification, renovation, etc
• Conduct regular checks on storage rooms to ensure tidiness and cleanliness
• Oversee and manage on a day-to-day basis the Clear Desk and Neighborhood programs.
• Work with employees in an open and honest manner to ensure the satisfaction of repairs, maintenance, refreshment, and soft service queries.
• Take part of the ERT team and coordinate ERT-related projects.
• Coordinate and supervise deep cleaning
• Maintain an overview of service and maintenance agreements and technical manuals; ensure that regular checks and required maintenance are performed
• Implement operations standards and processes in conjunction with the Account Manager
• Take ownership for the delivery of projects on-site as required by the Workplace Services Lead/Manager

Front of House Management:

• Ensure we deliver excellent customer focus for all those walking through our doors
• Ensure the highest service level for any external meetings or events hosted in the office
• Supervision and hands-on support for any meeting or event setup.

Refreshment Program

• Full responsibility for the budget of Salesforce’s unique employee snack and refreshments program
• Full ownership of the snacks and refreshment budget, making sure to maximize offering while not going over budget in any case
• Supervision for orders with various suppliers, following the procurement process, carried out by the E-Suite provider
• In conjunction with the Account Manager, build new and maintain existing relationships with all Food & Beverage suppliers
• Trial and improve products and introduce new ideas to maximize employee experience, incorporating wellness and sustainability.
• Ensure compliance to local food hygiene and Health & Safety regulations

Additional Roles & Responsibilities:

• Interface with IT for all IT-related crossovers, particularly in the sharing of knowledge for all AV systems used within the Brussels office
• Support regional initiatives around sustainability and social programs.
• Built and maintain strong relationships with local stakeholders and the community. Support the WPS Lead/Manager in communication with Brussels Hub Leader.
• Drive communication within the team and to the office community and decision-makers.
• Maintain diverse documents and trackers for compliance, transparency, and documentation of progress and achievements
• Coordinate any office moves, expansion, or closure.
• Support the Space planning team, in keeping Serraview updated at all times (space management tool), reflecting any changes and ensuring correct allocation of team members and seats.
• Ensure compliance to the Belgium and Salesforce Health and Safety regulations
• Align with and support the wider EMEA WPS Team with processes, ideas, contributions, and added input to create better alignment.
• Use appropriate communication, and Salesforce technology, such as Slack, Chatter, and Quip to inform employees of key messages and key information in relation to Facilities, Transport, and Refreshments.

Qualifications:

• Minimum 2 years of related Supervisory experience in Facilities Management or similar (required)
• Bachelor degree in related discipline (preferred)
• Experience in hospitality environment (preferred)
• H&S certification or qualification beneficial
• Intermediate-advanced knowledge of Microsoft office (Word, Excel, PowerPoint)

Interpersonal skills:

• Friendly, helpful and discreet with good communication skills and professional manners
• Fluent in the English language in spoken and written form
• Proactive and positive attitude
• Customer service-oriented attitude
• Team player, also across functions and locations
• Pleasant appearance and sympathetic demeanor
• Excellent multi-tasking, project management, and organizational skills
• Ability to work in a fast-paced environment and meet deadlines
• Self-starter: can make decisions on the spot
• Willing to travel when needed

Place

Belgium: NL – Brussel/Zaventem , Brussel

Contact

Wouter den Dulk

Published

14.07.2022

Entry date

in consultation

Contract

temporaire (100%)