At AQA, we’re committed to advancing education and we’re committed to our people. As the largest provider of academic qualifications in the UK, we mark over 10 million exam papers each year and it’s our people who make this happen.

Workplace Coordinator 

Permanent 

Manchester: £27,100 – £30,210 

On-Site

Do you excel at creating welcoming, professional environments? 

Can you ensure meeting rooms, facilities, and services run seamlessly? 

This is your opportunity to join a respected team, ensuring our office operates at the highest standard while providing exceptional support to colleagues and guests. As a Workplace Coordinator in our Manchester office, you’ll be the first point of contact for visitors and colleagues, ensuring everything from meeting room setups to hospitality services is delivered smoothly and professionally. You’ll also support building operations and assist with administrative and maintenance tasks, ensuring the workplace functions effectively every day. 

You will work a flexible weekly schedule, including two early shifts (7am–3pm), two late shifts (11am–7pm), and one mid-flex shift (timings typically falling between 9am–5pm but may vary based on operational needs). While the role is primarily Monday to Friday, occasional weekend work may be required during peak periods.

What will I be doing? 

• Delivering a customer-focused workplace experience with a professional and courteous approach. 
• Managing meeting room bookings, physical setups, and AV support. 
• Providing administrative assistance to the Workplace Experience Manager, including contractor liaison and maintaining records. 
• Supporting building maintenance, service desk operations, and low-level planned maintenance. 
• Proactively engaging with colleagues to understand and meet their requirements 

What’s in it for me? 

• Experience variety in your role – no two days are the same. 
• Training in the systems we use to get you set up for success in your new role 
• Access to an enhanced Contributory pension scheme which could you see you paying in 7% and AQA contributing 11.5% (Other options available) 
• 25 days annual leave with Bank Holidays and extra closure days at Christmas on top  
• Corporate access to the Headspace app and an employee assistance program  
• Newly refurbished office with a variety of individual and collaborative workspaces, a subsidised eatery, a games room, a yoga room and onsite gym

What do I need to be successful? 

• Previous experience in a similar role, such as front of house or hospitality. 
• Experience in building services within a high-end office environment. 
• Proficiency with MS Office and workplace management systems. 
• Strong organisational and communication skills. 
• Attention to detail and a proactive, solution-focused mindset. 
• A valid UK driving licence is preferable but not essential. 

What Next? 

Please upload your most recent CV with a cover letter detailing your skills and experience for this role. 

You could wait until applications close at 23:59 on Wednesday 5th February to apply, but we will be interviewing as applications come in and reserve the right to close the advert early should we find the right person so apply today. 

Every application will receive a response. 

#CRE23 

Recruitment Agencies

We have a preferred supplier list (PSL) in place.

Unsolicited CVs will be treated as a gift. We will not be subject to or liable under your terms and conditions for agency fees.

Full Job Description

Summary

Job title: Workplace Coordinator

Department: Workplace

Purpose: Our on-site Workplace Coordinator is integral to delivering our 10* experience to all guests. This important position maintains the standards of the newly refurbished office, improves engagement and continuous improvement with energy and passion by creating consistent, joyous and courteous moments to anyone that steps foot in the building.

The team are the main point of contact for our colleagues based at the office and those visiting and being approachable and professional is key.

Implementing the workplace strategy, you will have accountability and facilitate all hospitality and meeting room requirements inclusive of bookings, physical setups, first line AV support and on occasion delivering in-room catering. Providing exceptional admin support to Workplace Experience Manager, including but not limited to supplier requisitions, contractor management and maintenance of FM systems.

The Workplace Coordinator will also work alongside our external maintenance provider and perform low level planned maintenance tasks.

Landscape: The Workplace Coordinator is part of a small onsite team who facilitate use of the office between 7am-7pm. Core hours for this team are between 8am-5pm during the week but some occasional weekend working during our summer peak may be required. 

Milton Keynes only – The role will also form part of an on-call rota covering a 9-week period during mid-May to July period when the site operates a 20-hour day Monday to Saturday.

Working directly with the reception and workplace team but with daily interactions with IT and HSE colleagues in the office. The role directly reports to the site Workplace Experience Manager. The role forms part of a well-respected wider Workplace team which boasts one of the highest departments score within AQA in our latest engagement survey.

Key stakeholder relationships with the Workplace Team, Executive Assistants and Operational Leaders are essential to ensure the smooth operation and delivery of customer satisfaction for our colleagues who use the office space and meeting rooms.

Activities:

Providing a customer centric workplace experience whilst representing AQA in a positive, professional manner

Being visible and approachable, championing the workplace strategy delivery and leading support and awareness of the building intelligence system

Ensuring the site is serviced to a high standard and ready receive customers each day

Delivering a high-quality events co-ordination of all collaboration spaces and meeting rooms when required, i.e. setting up of tables, chairs plus first line AV support and building technology assistance along with in-room hospitality provision

Manage the facilities service desk within agreed service level agreements (SLA’s)

Produce high quality administrative support to the Workplace Experience Manager, including maintaining site maintenance and service records and planned preventative maintenance schedules

Assisting the Workplace Experience Manager with management of maintenance suppliers and onsite service engineers

Assisting with completion of site tasks to include but not limited to low level planned preventative maintenance (PPM), managing stationery, post & distribution and storage/archiving

Bringing solutions with a concierge mindset by pre-empting customers’ needs and delivering at pace

Proactively engaging face-to-face with customers and supporting their hospitality, technology and space requirements

Form part of the onsite emergency team to assist in first aid, incident management in emergencies and business continuity events

Some driving activities may be required using the company van

Need to know (to be successful in this role, you will need to know):

Have relevant building service experience in high end office environment

Have our customers’ needs front and centre in all aspects of the role

Confident balancing the customers needs and operational demands with flexible aptitude

Have a “step up” mindset: use sound judgement and initiative to deliver

First-rate administrative and PC skills (MS office applications, building management system, service desk and resource booking software)

Ability to work alone and complete manual tasks (meeting room layout changes)

Accomplished communication skills: written and oral

Continuous improvement ethos to develop and enhance processes to build efficiencies

Demonstrate attention to detail and ownership of processes and service delivery

Hold a valid UK driving licence

Core competencies (*out of 5)

Building System Management (BMS) knowledge ***

Innovation **

Building services and building systems knowledge ***

Continuous improvement ***

Empowered leadership ***

Understanding customer needs *****

Manage customer expectations *****

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