The Workplace Services Coordinator is responsible for delivering outstanding service-oriented support to our Shanghai office. You will have a varied remit working across a number of areas and in conjunction with employees, visitors and clients to ensure the efficient coordination of office operations.
Office Management
Responsible for the day-to-day operations of the Shanghai office to ensure the office runs smoothly and efficiently
Maintain a positive working relationship with the building management team, promptly addressing any issues to ensure a comfortable working environment
Monitor and manage access cards for employees, in line with building policies
Act as the key point of contact for office-related vendors, maintaining all relevant documentation and processing payments when required, ensuring adherence to Finance processes.
Supervise on-site contractors to ensure quality work is performed to agreed standards.
Manage relationships with all office suppliers, including the Landlord, travel services, courier services, security suppliers, caterers, office supplies, printing, and stationery. Ensure high-quality service delivery to employees while maintaining cost-effective solutions.
Main point of contact for the neighbourhood committee
Oversee the management of stationery supplies.
Work with ETS (IT) to ensure all office technology and network services are working effectively
Support lease management for the office, tracking key deadlines and connecting all decision makers
Support office moves, from site selection and planning through to completion
Support the onboarding of new starters, assist with leavers and movers including office set-up and orientation
Collaborate with the Global Workplace Services team to share best practices and contribute to improved processes across office operations
Health, Safety and Environment
Conduct regular office inspections to identify faults and ensure that minor repairs are carried out promptly and efficiently.
Conduct regular risk assessments and coordinate incident reporting.
Support regional HSE meetings with reporting for the Shanghai office
Keep the emergency contact list updated
Ensure office safety compliance, appointing First Aid and Fire Wardens and ensuring they attend relevant trainings.
Coordinate with building management for fire safety drills, ensuring Fire Wardens complete their duties.
Coordinate health, safety, and office security ensuring compliance with relevant legislation, industry standards and internal policy requirements.
Maintain a clean and safe environment in line with company policies and business objectives
Coordinate office efforts around environmental initiatives, such as Green House Gas Emissions and Plastic Free Month
Oversee the onboarding of new employees providing a comprehensive and welcoming induction tour, including HSE and Fire safety procedures
Coordinate all activities related to departing employees, including collection of equipment and access cards.
Maintain the office security systems, reconcile access cards, escalate and resolve system issues, to uphold a high standard of physical security.
Meeting and Event Management
Ensure a professional and welcoming front-of-house experience for employees and visitors during operating hours.
Coordinate internal and external events, managing logistics and ensuring smooth execution
Be the point of contact for visiting employees and Executive staff, including but not limited to arranging office access, issuing invitation letters, scheduling meetings and making local travel arrangements
Oversee the provision of catering services for meetings and events ensuring quality and timely delivery.
Manage internal employee events, such as the annual party, office dinners, or Lunch and Learns. Tracking attendance and reporting on a calendar of events (ability to appoint a Social Committee for assistance)
Work with Marketing to support the hosting of conferences and local events in Shanghai; coordinating local event registrations, liaising with venues, printing of marketing materials, arranging logistics and collecting marketing materials.
Administration and Business Support
Write and distribute relevant and concise communications to employees, as required.
Manage documentation, including administering and maintaining content on the intranet and any other document sources.
Conduct general administration and ad-hoc tasks as required, to support local business leaders, including accurately filing company documents and maintaining various records.
Support the sales and marketing requirements of Shanghai business leaders and other local staff
Update CRM records upon request.
Support account management with logistics, contract formatting, translation and editing of marketing materials
Excellent English communication skills – written and spoken
Organised and diligent, with good time management skills
Flexible, able to adapt and manage change
Strong communicator, using a professional tone both externally and internally - ability to build trust and rapport with stakeholders across a variety of levels
Ability to use own initiative, proactively find solutions and own key decisions on office operations
Ability to work in a busy and fast paced professional environment
Punctual and responsive
High attention to detail
Ability to manage small workplace projects and events to agreed timelines and budgets.
Strong experience in the use of MS Office 365 products
Experience in large-scale office projects and moves preferred
Control Risks is a global specialist risk consultancy that helps to create secure, compliant and resilient organisations. Combining unrivalled expertise, experience and reach with the power of data and technology, we provide the insight and intelligence needed to stay on track, realise opportunities and grow.
