Job Openings Workspace Coordinator

About the job Workspace Coordinator

Salary: Market related

Location: Johannesburg

Job type: Permanent

Industry: Serviced Office Space

Reference Number: CWR.CWS.WC.07012025

COMPANY DESCRIPTION:

Our client is a premium, serviced office provider with flexible offerings ranging from virtual to large office space. They are looking for a Workspace Coordinator for their branch in Morningside, Sandton.

JOB DESCRIPTION:

MAIN DUTIES & RESPONSIBILITIES:

Client Acquisition

  • Understanding that the client is the sole purpose of what we do. They are coming to us with a need for which we are afforded the opportunity to assist.
  • Every client that comes into our business should be prioritized and valued. We are to ensure their office requirements are met and facilitate a welcoming move, into our Workspaces
  • Primary focus on securing and converting every lead, upselling services where we can and facilitating expansions/renewals for existing clients.
  • Striving to achieve the revenue goals and targets set for the Workspace

Client Retention

  • Focus on ensuring once the lead has chosen to become a Client that they have an exceptional experience, facilitating their next successful renewal.
  • Always ensure clients needs are met, promptly and professionally and act with true intention to go above and beyond the expectations of a client
  • Ensure visibility and readiness to assist clients as and when the need arises with flexibility and helpfulness
  • Must have an in-depth understanding of all key services, products and amenities offered to clients for the ability to deliver in an exceptional and timely manner.
  • Become the point of contact for when clients need information and assistance.
  • Host regular formal/informal meetings with clients to determine their experience within our Workspace and promptly come up with solutions to any issues they may be experiencing.
  • Ensure that all client complaints/queries are handled until they are 100% resolved, taking ownership of queries or client issues brought to his/her attention, ensuring it is followed through to the end.
  • Have an open-door policy, whereby clients feel you are approachable at all times to communicate with.
  • Provide unmatched service delivery

PREMIUM FACILITY EXPERIENCE

  • Taking pride in the Workspace presentation and ensuring every touch point the client has within our Workspaces is exceptional.

Facilities Management

  • Ensure the building is in an immaculate condition in terms of cleanliness and maintenance, always utilising the critical eye to ensure our Premium Brand is upheld.
  • Take pride in managing the Front of house of the centre:
    • Cleanliness
    • Organised reception desk
    • Presentable appearance
    • Be the first point of contact for all clients and visitors on a daily basis, providing a friendly and welcoming front of house service ensuring excellent first impression.
  • Ensuring the below is always stocked, clean, operational and available for use:
  • Beverage Stations
    • Beverage Stations to be stocked with all offerings tea, coffee, milk, sugar, stirrer sticks, serviettes, salt and pepper, cutlery/crockery etc.
    • Water coolers, microwaves, kettles, urns etc. to be operational and available for use
    • Beverage stations to be kept clean
  • Cafés
    • Cafes to be stocked sufficiently with all products offered on the Café Menu readily available for purchase
    • All Holders in the Café to be stocked (serviettes, salt and pepper, toothpicks, Café menus etc.)
    • Café to be kept clean
    • Music to be playing in the Café
    • All TVs to be playing displaying relevant presentation (news, company presentations etc.)
  • Cutlery and Crockery
    • Ensure there is enough cutlery and crockery in the building to service our clients at any given time
    • Ensure no items are chipped
    • Cutlery and crockery are to be kept clean and consistently replenished at the relevant Beverage Stations/Café for use
  • Bathrooms
    • Bathrooms to be stocked with all offerings toilet paper, hand paper towel, hand soap, hand sanitizer, hand lotion, urinal pads, etc.
    • Soap dispensers, hand dryers, hand paper towel dispensers etc. to be operational and available for use
    • Bathrooms to be kept clean and checked minimum of 4 times a day
    • Bathroom Checklists to be kept updated
  • Boardrooms
    • Boardrooms to be stocked with all offerings notepads, pencils, whiteboards, markers, Wi-Fi details, TV presentation, etc.
    • All equipment must work and be ready for use (TVs, Wi-Fi, whiteboards, projectors, phones, plugs etc.)
    • Boardrooms to be kept clean
    • Water and mints to be provided to all boardroom bookings
  • Printing Stations
    • Printing stations to be stocked with all offerings A4/A3 paper, binder, shredder, stapler, punch etc.
    • Printer toner to be kept replenished
    • Printing station to be kept clean and binders/shredders emptied regularly
  • Centre Maintenance
    • Ensure that all centre maintenance issues are picked up and addressed timeously
    • Ensure that all HSE compliance and measures are in place in the Workspace (certificates, servicing, drills, monthly inspections)

BUDGETARY EFFICIENCY

  • Financial Planning & Control
    • Plan and control the budgetary spend for the Workspace.
    • Look at current and future spending requirements of the Workspace and plan and control spend in accordance.
    • Required to critically assess the needs of the Workspace, against what is budgeted to spend, and come up with efficient ways to solve problems.
  • Procurement Management
  • Always on the lookout for best prices and value for money, whether that be finding better suppliers, bulk purchasing items, reduced delivery fees etc.
  • Focus of cost saving measures while procuring items needed for the Workspace:
    • Café Consumables
    • Beverage Stations
    • Cleaning Materials
    • Cutlery and Crockery
    • Stationery and Paper
    • Maintenance Items
    • Client Networking
  • Office Administration
    • Assisting Clients with printing binding and copying
    • Facilitating the sending of domestic and international courier packages on behalf of the client
    • Informing clients that post has arrived
    • Assisting clients with Customer Service Requests (CRFs)
    • Preparing and booking meeting rooms
    • Ensure all filing is up to date
    • Ensure internal organizational administration is updated and completed in a timely manner (Rent Roll, Debtors, Petty Cash, Stock Variance Reports, HSE Reports, Tickets, Tasks, Analysis, SharePoint, Daily & Cleaning Checklists)
    • Be helpful and proactive with obtaining and relaying information across the Organisation (Operations, IT, Finance)
  • Staff Management
    • Embrace the brand and set an example for the team of high performance, professional appearance and proficient customer liaison
    • Responsible for the spot checks of all Cleaners/Baristas/Chefs checklists and duties
    • Required to work as a team, to ensure all staff are meeting and exceeding expectations and company standards
    • Together with Human Resources and Head of Operations, address any staff issues/concerns directly with the staff member
    • Knowledge and adherence of Company policies and procedures

EDUCATIONAL REQUIREMENTS:

  • Matric
  • Relevant tertiary qualification (added advantage)

EXPERIENCE AND SKILLS REQUIRED:

  • 3 - 5 Years experience in a similar role
  • Worked in the serviced office space environment would be beneficial
  • Candidates with hospitality background are also well suited to this type of role
  • Serious about working and getting things done as this role has multiple focuses (go-getter)
  • Strong admin skills needed
  • Multi-tasking skills needed
  • Energetic
  • Confident
  • Attention to Detail
  • Friendly and client service centric
  • Well presented, professional

POPIA

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  1. We may retain your personal information in our database for future matching.
  2. We may contact you when suitable opportunities arise.
  3. The information you have provided to us is true, correct and up to date.

We endeavour to reply to each and every application, however, should you not hear back from us within 14 days please consider your application unsuccessful.


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