Workplace Experience Coordinator

4 weeks ago

Chadstone, Victoria, Australia Vicinity Centres Full time

Vicinity Centres is reimagining the way Australians live, work, and play.

We own and manage some of the most recognisable and loved retail destinations across Australia.

Our diverse portfolio, data-led decision-making, and nationwide development pipeline set us apart.

We are Vicinity Centres.

Job Purpose

The Workplace Experience Coordinator plays a vital role in delivering exceptional customer service and supporting the office administration team to ensure organisational effectiveness, efficiency, and safety.

Key Responsibilities

Customer Service

  • Provide professional and courteous service to employees and visitors, addressing inquiries and resolving issues promptly.

Meeting Room Management

  • Coordinate and schedule meetings, events, and office activities, including room bookings and catering arrangements.

Concierge Services

  • Welcome guests, team members, and visitors, providing a unique and warm reception experience.
  • Log clients, visitors, and contractors into the Visitor Management System and issue access passes in accordance with VCX Security Policy.
  • Handle switchboard operations and respond to general email requests.
  • Manage security access, including tenancy, car parking, and end-of-trip facilities.

Office Management

  • Ensure the office environment remains clean and professionally presented.
  • Conduct regular floor walks to check for maintenance and cleanliness issues, logging repairs as needed.
  • Maintain utility bays, stationery cupboards, and team points, ensuring all areas are stocked and presentable.
  • Oversee stationery supply management, including ordering and inventory control.
  • Manage the mailroom, including incoming mail sorting and distribution.
  • Allocate and manage lockers and storage areas efficiently.
  • Provide AV support by triaging meeting room technology issues.
  • Support agile office operations by coordinating dynamic office layouts, workstation allocation, and relocations.
  • Conduct weekly audits to identify and resolve outstanding maintenance issues.
  • Process invoices for expenses, company assets, and office-related services promptly.
  • Implement and manage policies and technology across national and state offices.
  • Act as Building Warden and First Aid Officer, ensuring safety and compliance. First aid training will be provided if necessary.
  • Manage relationships with service providers and building management to ensure smooth office operations.
  • Oversee maintenance requests and liaise with Building Management and external contractors.

Team Member Support

  • Welcome and assist new starters with office inductions, including setting up passwords and PINs.
  • Provide triage IT support for PCs, mobile phones, Bluetooth devices, printers, and sign-on issues.
  • Support workstation adjustments, including desks and chairs.
  • Maintain strong working relationships with state-based workplace teams and team members in the national office.

Key Relationships

  • Workplace Service Team
  • Workplace Service Manager
  • EA's & Team Assists

Requirements

Essential Experience

  • Demonstrated experience in customer service or a similar role, showcasing ability to handle inquiries and resolve issues effectively.
  • Proven track record in managing office resources and supplies, ensuring they are well-organized and maintained.
  • Experience in coordinating and executing events or meetings, including managing logistics and details.
  • Previous involvement in handling confidential information and maintaining discretion.

Critical Knowledge

  • Knowledge of office software (e.g., Microsoft Office Suite) and basic troubleshooting for office equipment.
  • Understanding of office operations and administrative procedures.
  • Familiarity with best practices in customer service and office management.

Capabilities

  • Utilise organisational skills to manage multiple tasks and prioritise effectively in a fast-paced environment.
  • Communicate clearly and diplomatically with employees, clients, and vendors.
  • Apply problem-solving abilities to troubleshoot and resolve issues promptly.
  • Adapt to changing priorities and manage office-related challenges with flexibility and efficiency.

Personal Attributes

  • Respect: We listen to and acknowledge each other's views and have difficult conversations with care.
  • Integrity: We back our words with the right actions and do the right thing, no matter the situation.
  • Customer Focus: We nurture a genuine connection with our customers and consider customer needs when making decisions.
  • Collaboration: We invite the right people to the table and balance consensus with decisive actions.
  • Excellence: We always strive to improve and share our challenges and celebrate the wins.

Why Vicinity Centres?

We offer a range of benefits to create an awesome place to work, including flexible working options, birthday leave, and a generous parental leave policy.

We live and work by our values of Respect, Integrity, Customer Focus, Collaboration, and Excellence.

At Vicinity Centres, we embrace and celebrate diversity and are committed to creating an inclusive work environment.

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