Overview
Workplace Coordinator Jobs in Barcelona, Catalonia, Spain at Hyqoo
Title: Workplace Coordinator
Company: Hyqoo
Location: Barcelona, Catalonia, Spain
Role: Workplace Services Coordinator
Location: 08021, Barcelona, Spain
Temp to Perm (start with 12 months contract then turns to permanent)
onsite and in-office 5 days per week
Spanish and English required
Key Accountabilities
- Serve as the main point of contact for visitors, greeting and welcoming guests to the site, directing them appropriately and notifying company employees of the visitor arrival
- Executes on all in-office workplace service events and/or employee activities, partnering with larger GREWS team members to ensure experiences are timely and equitable for all
- Assists with company local events & meetings (onsite/offsite conference room reservations, catering, décor, coordination, etc.)
- Manage conference room scheduling and work effectively with meeting hosts during
- pre-event planning process, inclusive of cross functional information sharing related to catering and AV/IT requirements
- Coordinates all aspects of onsite conferencing and meeting, including the configuration and setup of physical spaces including training and conference rooms
- Assists and aligns closely with IT/Helpdesk/EA/HR teams in support of setting up conference rooms, training rooms for corporate meetings, recruiting events, leadership functions, sales conferences, specialty events, etc. as required
- Supports new-hire and onboarding process including workspace preparation, arrival and access credentials, and site familiarization, in partnership with hiring managers
- Maintains security by following approved procedures, in partnership with Global Physical Security
- Maintains safe and clean reception area, break area, conference rooms, and all other Workspaces
- Serve as the local subject matter expert for visiting staff as it relates to hotels, restaurants, team building activities, and general area knowledge
- Administers back-of-house facilities operations including general FF&E maintenance and MEP issues with responsible parties (landlord/property management, vendors, contractors, consultants, etc.). Includes holding vendors accountable to service level agreements and meets with each to review deliverables on a recurring basis
- Meets and collaborates with business unit representatives and stakeholders on a regular basis
- Responds to all workplace inquiries, assesses needs or issues, and takes the necessary corrective action. Follow-up with proper leadership escalation or documentation where necessary
- Acts as a liaison with Landlord/Property Management regarding all back-of-house maintenance issues. Champions a recurring meeting with all parties to ensure effective communication of property/building processes, maintenance events, and projects
- Monitor and maintain office equipment in partnership with the IT department (printers, shredders, etc.) where applicable
- Maintains accurate inventory levels and procures office supplies; including but not limited to snacks/supplies for break area, copy center, shipping/courier supplies
- Receives, sorts and forwards incoming mail. Maintains and routes publications
- Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
- Be aware of conflicts and adept at keeping meeting hosts aware of updates and working around conflicts in a proactive and skilled manner
- Assists GREWS leadership with OpEx budgeting, forecasts monthly expenses and monthly reporting in partnership with Finance
Experience, Skills, and Qualifications
- Minimum of 5 years professional experience within a corporate environment, with prior experience in the technology sector being preferred
- Facilities Management and/or Office Services experience. Previous hotel/hospitality front-of-house experience is also welcomed
- Exceptional written and verbal communication skills including ability to communicate with all levels of staff, clients, and external professionals
- Fluent in both speaking and writing Spanish and English
- Ability to interact with people at all levels including senior management
- Basic understanding of local building and fire codes, Fire/Life/Safety plans, and
- Environmental Health & Safety standards
- Basic understanding of commercial MEP systems and functionalities
- Basic understanding of Audio/Visual conferencing systems
- Demonstrated ability to work independently and prioritize multiple, high-priority tasks
- Unimpeachable judgment and discretion in handling confidential information
- Flexibility to perform job tasks outside of job description when necessary
- Keen attention to detail with the ability to juggle multiple priorities
- High level of integrity and ethics with the ability to maintain confidentiality
- Strong working knowledge of Microsoft Office Suite
- Basic knowledge of or experience in cyber security is preferred
