Senior Workplace Coordinator

Xero is a beautiful, easy-to-use platform that helps small businesses and their accounting and bookkeeping advisors grow and thrive. 
At Xero, our purpose is to make life better for people in small business, their advisors, and communities around the world. This purpose sits at the centre of everything we do. We support our people to do the best work of their lives so that they can help small businesses succeed through better tools, information and connections. Because when they succeed they make a difference, and when millions of small businesses are making a difference, the world is a more beautiful place.
How you’ll make an impact
The Senior Workplace Experience Coordinator will work closely with the Workplace Experience (WX) leadership team to “provide exceptional support services within beautiful work environments that inspire and enable staff to create beautiful outcomes.”
To ensure your success you will have a strong focus on customer service, while assisting with the implementation of the team’s strategies for achieving continual improvement of the experience that people have in our space, how they interact with our space, it’s technology and how the space enables people to interact with each other to strengthen our culture. Xero wants the Workplace to be enjoyable and productive to allow staff to do the best work of their lives by meeting the needs of the individual and the needs of the business. 
A typical day in this role will vary. You’ll be responsible for facilities maintenance coordination via strong vendor and stakeholder management (preventative/reactive),space management, promoting the behaviours needed for success with our Activity Based Working approach, and local delivery coordination of all things health, safety, security & environmental (HSSE). This role contains a financial aspect and you will be responsible for raising purchase orders and the monitoring and reporting of operational costs against budget. By supporting the Workplace Manager, you will also influence the operations team for alignment, application of best practices and problem solving for efficiency and continuous improvement. You will also have the opportunity to lead initiatives and small to medium sized projects driven by outcomes.
A key focus within the WX team is our ability to engage with Xeros in fun, delightful and innovative ways to provide valuable, need to know information.  Your creative communication skills will engage and inspire all Xeros to create a #human and #beautiful workplace experience.
To be successful in this role you will need a curious nature compelling you to apply problem solving techniques so we can do things better. You will revel in finding new ways of doing things that makes our jobs easier and improves the service we offer to the people of Xero.  

What you’ll do

• Implement workplace management best practice within our offices.
• First point of contact for any office related issues including management of our access control systems.
• Create high levels of engaging communications that reach all Xeros 
• Coordinate and organise events, activities and programs that enhance the employee experience. 
• Ensure high standards of presentation and maintenance for all spaces 
• Timely communication of crucial office and WX information to internal Xeros, with updates as needed.
• Own and manage all our access control system and processes for your regional office including  issuing of access devices, distribution of ID cards and audit trails ensuring our office security at all times.
• Supporting the WX team in ensuring your regional office meets the ISO 27001 standards 
• Ensure that appropriate and effective building services are in place. Work with the wider global WX team to implement a common approach to providing these services across the property portfolio while achieving a quality work environment in a cost effective manner. 
• Coordinate with the Workplace Leadership team to ensure that consistent workplace services are delivered.
• Assist with office relocations and team reconfigurations. 
• Negotiate, audit, and manage service contracts to ensure services are delivered within the approved budgets and standards.
• Provide regular reporting and analysis on contracts and spend to identify opportunities for improvement.
• Make best use of workflow management tools to allow for the efficient and accurate scheduling, management and performance reporting of the work undertaken by the team.
• Review and report on workplace systems we rely on for  our space occupancy and utilisation.
• Manage cost control, invoice processing and collaborate on operational budget discussions.
• Support small-large fit out and building work projects as required.
• Liaise with internal staff and external contractors, to ensure that all user needs will be met and that ma