Job Openings Senior Workspace Coordinator

About the job Senior Workspace Coordinator

Salary: Market related

Location: Cape Town

Job type: Permanent

Industry: Serviced Office Space

Reference Number: CWR.C.SWC(CT).27102025

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 Senior Workspace Coordinator for one of their branches in Cape Town.

JOB DESCRIPTION:

A Workspace Coordinator is responsible for the success of a Branch through his/her expertise in running a profitable business, retaining clients and exceeding client expectations.

The Workspace Coordinator will be responsible for overseeing the daily operations, maintenance, and management of a serviced office space environment. This role includes ensuring the safety, cleanliness, and smooth functioning of the building, coordinating maintenance, and managing vendor relationships. The Workspace Coordinator also ensures the office environment meets the needs of the clients and provides a high standard of service, helping to maintain a productive and comfortable Workspace.

MAIN DUTIES & RESPONSIBILITIES:

Client Acquisition and Revenue

  • Revenue Targets: Is responsible for meeting the revenue targets set for the Workspace
    • Primary focus is on securing and converting every Office, Virtual and Co-space lead, upselling services where we can and facilitating expansions/renewals for existing clients.
    • Keeping our sales CRM system up to date in terms of Office, Virtual and Co-Space Leads
    • Ensuring adherence to Sales Policy
  • Age debtors: Is responsible for the centers age debtors
    • Is responsible for the collection of the debtors
    • will follow instructions from the finance department
  • Preparation of offices before clients move in, ensuring adherence to Move in Policy

Client Retention

  • 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.
  • Facilitate Move out Procedures with clients, ensuring adherence to Move out Policy

Facilities Management

  • Ensure the building is in an immaculate condition, always utilising the critical eye to ensure our Premium Brand is upheld.
  • Completion of Daily Inspection Checklist Daily and ensure any issues picked up on the list is fixed/rectified timeously.
  • Takes pride in the appearance of the centre and ensure all areas are of a high standard (cleanliness/maintenance):
    • Reception area
    • Café / Canteen
    • Business lounge
    • Meeting rooms
    • Canteen seating area
    • Hot desk area
    • Gym
    • Toilets
    • Parking area
    • Garden (Where applicable)
    • Terrace
  • Ensure that all Centre maintenance issues are picked up and addressed timeously and within policy
  • Oversee the daily operations of all building systems, including HVAC, lighting, plumbing, and electrical systems.
  • Monitor building conditions and ensure the cleanliness and functionality of all common areas, restrooms, offices, and meeting spaces.
  • Coordinate and schedule repairs and maintenance work to ensure minimal disruption to business operations.
  • Ensuring open to close timeline of operational tickets are within policy
  • 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
    • Café variance reports are completed weekly
    • Daily Cash up is sent to Accounts at the end of every day
    • All Holders in the Café are to be stocked (serviettes, salt and pepper, toothpicks, Café menus etc.)
    • Café to be kept clean
    • Music to be played in the Café
    • All TVs to be displaying relevant presentations (news, 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 and wastage is noted on the Variance report with explanations
    • 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 for 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
  • Health and Safety
    • Ensure that all HSE compliance and measures are in place in the Workspace
      • Monthly Inspection Checklists
      • Fire Equipment Checklists
      • Ensure Fire drills are conducted twice a year
      • Relevant certifications are up to date (Fire Marshall and First Aider in the building)
  • Financial Planning & Control
    • Not exceeding expenditure budget set for the Workspace
    • Critically assessing the needs of the Workspace, against what is budgeted to spend, and come up with efficient ways to solve problems.
    • 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 on 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
  • Purchase Orders:
    • Ensure that the correct procedure is followed for any purchases
    • Ensure Purchase orders are completed correctly for purchases
    • Ensure all open purchase orders are receipted and sent to Finance for processing within the month of purchase
  • Office Administration
    • Rent Roll: Is responsible for completion of the Workspace Rent Roll
    • Monthly Crockery and Cutlery Variance Reports completed and loaded to the server
    • Completing the Petty Cash Reconciliation every Monday for the previous week
    • Completing the Weekly Café variance Reports and loading to the server
  • Staff Management
    • Embrace the brand and set an example for the team of high performance, professional appearance and proficient customer liaison
    • Updating Cleaning/Barista/Chef Checklists in real time to ensure the needs of the Workspace and clients are met
    • Responsible for the spot checks of all Cleaners/Baristas/Chefs checklists and duties
    • Conducting Performance Appraisals of all team members
    • Ensuring the disciplinary code is utilized if staff duties are not completed timeously and accurately
    • Together with Human Resources and Head of Operations, address any staff issues/concerns directly with the staff member
    • Approving Leave for the staff
    • Ensuring leave applications are processed through online system (SAGE) by the 17th of every month
    • Sitting for lunch for 1 hour between 12h00-14h00
    • 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 hotel / 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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  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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