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Workplace Coordinator

2 weeks ago

Sydney, Australia THE ICONIC Full time

**Workplace Coordinator**

Since 2011, THE ICONIC has redefined the future of retail in Australia and New Zealand. As the #1 fashion e-commerce destination in the region, our e-commerce platforms (Retail, Marketplace and Services) provide an inspiring and seamless end-to-end customer experience through our own technology innovations. We stand for benchmark-setting customer service, delivery options, returns policies, and curation of brands.

We are a diverse and dynamic community of over 1,000 people working towards our purpose "To bring on the future of shopping". This diversity is at the heart of everything we do and gives real meaning in creating a positive impact in the world, from our ethical sourcing and sustainability strategies to our community engagement and diversity.

**Facilities and Workplace at THE ICONIC**

Our Facilities and Workplace team is driven to deliver to our internal and external customers on the amazing promise that is THE ICONIC and Customer Liberation. Our facilities and workplace team is an amazing multi-talented group of professionals who have skills and experience across facilities management, preventative and corrective maintenance, workplace services, site engineering, project management, contract management, compliance certifications, physical security and asset management. Our purpose is to provide safe, sustainable, and engaging facilities that all employees enjoy working in to deliver the promise to our customers that is THE ICONIC.

**A bit about the role**

Reporting to the Facilities and Workplace Manager, the Workplace Coordinator focuses on creating a memorable experience for THE ICONIC employees and guests across each of our ICONIC Hubs. The Workplace Coordinator is also responsible for ensuring the workplace is well maintained and ready for our employees, with a focus on health and safety and basic facilities management and maintenance.

**What you will do**:

- Own the arrival experience for THE ICONIC Pitt Street Hub, creating an enjoyable and memorable welcome interaction, keeping the physical space clean and inviting, and ensuring employees and guests are well looked after.
- Act as a host, creating an exceptional experience for our visitors and employees by welcoming them, registering them in our visitor management system, directing and announcing them appropriately.
- Manage front of house operations - opening and closing Reception each day, diligently checking the front of house and our main meeting rooms.
- Manage all incoming and outgoing deliveries and mail, assisting with courier bookings and mail collections, notifying recipients through our mail management system.
- Work closely with the People & Culture and IT teams in THE ICONIC's onboarding and offboarding programs including the preparation and delivery of equipment, management of access to work related systems and building access.
- Manage all workplace related inventory including ordering office-related consumables such as kitchen consumables and stationery.
- Ensure our workplace meets Health & Safety standards by conducting regular inspections and am quick to act when improvements are needed.
- Ensure timely management of invoices and purchase orders, working closely with the Internal Accounts team.
- Assist with general Facilities Management by raising requests, managing contractors onsite and am across all works being undertaken at my hub.
- Assist in setting up our workplace to provide the best working environment for all employees, this includes regularly monitoring our offices to ensure they are kept to a quality standard.
- Have exceptional communication, relationship building and stakeholder management skills.
- Act as a centre of knowledge, forming relationships with every part of the business and understanding the roles and nature of every department.
- Have a continuous improvement mindset and love learning about new opportunities and streamlining processes.

**What we are looking for**
- Experience in a workplace or office management role, ideally on a busy and dynamic reception desk, with exposure to Facilities and Health and Safety management.
- Create experiences and approach every activity with a customer focused lens.
- Care deeply about every touch point of the office for all that use it, whether these be big picture, exciting elements or smaller, behind the scenes items.
- A fantastic communicator who is able to adjust seamlessly from a conversation with the CEO, to your colleagues, to external partners and tradesmen.
- Confident multi-tasker and enjoy working in a fast paced, growing environment.
- A positive and motivated individual.
- Diligent, with excellent attention to detail.
- Flexible in relation to my Role and Responsibilities as Operations and Supply Chain is Dynamic.
- Flexible in travelling between sites to provide coverage and support when required.

**Life at THE ICONIC**

From our ways of working to our growth mindset and sustainable approach, we each add uniqu