Workplace Coordinator

Key Responsibilities - Front of House services 

• Working as a key part of the Workplace team, supporting the business to ensure a smooth and efficient client journey from arrival, during their visit and through to their departure. 

• Build positive relationships with key client points of contact  

• To be responsible for the presentation of dentsu Manchester Front of House, Workplace and services. Working closely with service departments to ensure they are of an excellent standard and looking for improvements in how we work. 

• Ensuring dentsu Front of House/Workplace procedures, policies and systems are implemented and reviewed to ensure our visitors are safe and secure whilst within our premises.   

• Working with dentsu members to ensure meeting rooms and Workplace are presentable and in working order at all times.  The role is responsible for supporting the business in maximising the efficiency of these services in addition to supporting client activity and events.   

• Managing client visits and meeting room bookings to minimise client conflict is an important part of this role and the success of our business. 

• Be the voice of our agencies, connecting clients to the correct individuals in a professional and efficient manner, assisting with any telephone/e-mail enquiries whilst adhering to company policies. 

Other service responsibilities 

• Assist the Workplace Manager in coordinating all Front of House/Workplace related projects within the office, including updating procedures, manuals and maintaining records. 

• Support the office and Workplace team with administration, raising purchase orders, and credit card reconciliation 

• Support the office's postal services and booking of couriers 

• Supporting the IT team with organising the return of company owned IT equipment  

• Develop ongoing relationships with the onsite Security team to enhance front line resilience and improvements to the client journey. 

• To remain embedded with the Central Workplace team, ensuring policies and procedures are followed to provide a safe and secure working environment for our people and our visitors. 

• To support the Workplace Manager in compiling monthly statistical data on room occupancy, no shows, unregistered visitors, along with internal and external hospitality requests outside of policy. 

• Where necessary to cover and support the local Workplace team during absence 

• Contribute and align approaches as part of the dentsu UK&I property and Workplace team 

Personal Specification 

• A supervisory background in front of house, reception, hospitality, concierge services from either a corporate background, hotel, high end retail or similar 

• A minimum of 3 years' experience in customer service 

• Excellent administrative skills with close attention to detail 

• Excellent customer service skills 

• Experience working with visitor management and room booking systems preferred 

• Ability to adapt to cultural/business change , including embracing new technologies 

• Ability to communicate effectively with people across the business  

• To work in a flexible manner in line with business requirements 

• Proactive mindset