Senior Workplace Coordinator

What you’ll do

• Implement workplace management best practice within our offices. 
• First point of contact for any office related issues including management of our access control systems. 
• Create high levels of engaging communications that reach all Xeros 
• Coordinate events, activities and programs that enhance the employee experience. 
• Ensure high standards of presentation and maintenance for all spaces 
• Timely communication of crucial office and WX information to internal Xeros, with updates as needed. 
• Own and manage all our access control system and processes for your regional office including issuing of access devices, distribution of ID cards and audit trails ensuring our office security at all times. 
• Supporting the WX team in ensuring your regional office meets the ISO 27001 standards 
• Ensure that appropriate and effective building services are in place. Work with the wider global WX team to implement a common approach to providing these services across the property portfolio while achieving a quality work environment in a cost effective manner. 
• Coordinate with the Workplace Leadership team to ensure that consistent workplace services are delivered. 
• Support work related to relocations and team reconfigurations in the region
• Negotiate, audit, and manage service contracts to ensure services are delivered within the approved budgets and standards. 
• Provide regular reporting and analysis on contracts and spend to identify opportunities for improvement. 
• Make best use of workflow management tools to allow for the efficient and accurate scheduling, management and performance reporting of the work undertaken by the team. 
• Review and report on workplace systems we rely on for our space occupancy and utilisation. 
• Manage cost control, invoice processing and collaborate on operational budget discussions. 
• Support small-large fit out and building work projects as required. 
• Liaise with internal staff and external contractors, to ensure that all user needs will be met and that maintenance projects are undertaken in line with business strategy and in a cost effective manner. 
• Coach and mentor others in the Workplace team as appropriate.
• Implement and maintain processes, as appropriate for each site, that ensure all meeting rooms, kitchen facilities, reception areas, amenities are well presented and functional. 
• Implement, monitor, and provide reporting on health and safety requirements within your regional office. This includes, but is not limited to, First Aid, Fire Safety, Accident Reporting & Investigation. 
• Provide onsite support and assistance for staff within your regional office. This would include, but would not be limited to, assisting with on site event operations, or carrying out ad hoc project work. 
• Assist with travel requirements for your regional staff using our travel platform and provider.
• Promote and demonstrate the Xero values through everything you do; We-Make-It-Human, We-Make-It-Beautiful, We-Make-It-Happen, We-Make-It-Together. 

Success looks like

• Perform internal audits to ensure compliance with our ISO and Soc2 certifications, identifying any areas for improvement 
• Implementation and management of systems that facilitate the efficient operation to Xero’s offices. 
• Maintaining your regional office to a world-class workplace environment and experience. 
• All projects captured and managed effectively through to delivery. 
• Ensure all offices are compliant with local health and safety legislation and company requirements. 
• Positive relationships maintained with the Workplace Experience team at other locations, internal customers, and management team. 
• Live, breathe and promote the Xero values in everything you do to support the business and the Xero culture.

What you’ll bring

• Business Insight Monitors the market for changes, stays informed through various methods, innovates to enhance personal contribution. 
• Collaboration Ability to foster a culture of idea-sharing and can actively involve a diverse range of stakeholders. 
• Plans & Aligns Balances planning and urgency, develops detailed plans anticipating and resolving issues for efficient progress. 
• Ensures accountability Can take ownership of challenges, learn from success and failure and work through challenging situations to deliver on a commitment. 
• Customer Experience - Ability to handle complex customer requests and improve the customer experience using feedback and data. 
• Communicates effectively. Ability to effectively convey complex information using varying methods, to diverse audiences. 
• Project Management Leads designs & executes initiatives implementing governance approaches 
• Flexibility and Adaptability, Resilience Responds positively to change and seeks out new challenges and experiences to build resilience. 
• Systems Thinking & Integration Can identify and analyse complex systems, understand feedback loops and interdependencies, and apply systems tools and techniques effectively.
• Facility Management. Solid understanding of the workplace and building systems and can build strong vendor relationships. Good financial administration skills.

Experience

• 3+ years of facilities/workplace management experience and running services within a large office environment. 
• Experience cross-collaborating with leaders across different departments and across different time zones
• Coordinating health & safety within an office environment, office reconfigurations, and minor alterations and building works. 
• Experience with financial systems and managing budgets. 
• Contract management to ensure service level agreements are maintained. 
• Local first aid certification desired. 
• Knowledge of local health and safety guidelines.