Workplace Coordinator

2 weeks ago

Hamilton, New Zealand Rabobank Full time

Job Profile Summary
Job Overview & Purpose:
The Workplace Coordinator provides facilities management support for offices/branches located in New Zealand as part of the Workplace Premises Team. Working as an integral part of the team, the role assumes the responsibility for the facilities at the New Zealand’s Head offices located in Hamilton New Zealand. This role will manage the online work request system, contractor and vendor management, project management and procurement. The role will work closely with the Workplace Manager and Head of Shared Services and provide coverage and assistance to them when required.

Context of Job:
Workplace Premises is responsible for managing and maintaining the physical workplaces for New Zealand. In addition to the physical offices, Workplace Premises also looks after car park management for visitors and employees at the Hamilton Head Office. They will work closely with the Customer Services Manager for the Hamilton Head Office, to ensure smooth operations of the facilities when events are being organised.
This role will be primarily focused on the facilities management aspect of the Workplace Premises responsibilities.

Key Responsibilities and Accountabilities:
Facilities Support
- Deliver workplace premises support for the New Zealand head offices and provide coverage and assistance to the Workplace Manager who will focus on large capital works projects to all non-head office locations in New Zealand
- Delivering efficient and cost-effective results with respect for the context of the Bank; in line with the Bank’s lessee responsibilities
- Procurement and management of preventative maintenance contracts and ongoing management of supplier SLAs across services such as essential services, cleaning, general maintenance, HVAC, security monitoring, electrical
- Reactive works coordination for head office currently located in Hamilton (NZ) for all maintenance issues raised; in line with the Bank’s lessee responsibilities
- Support the Workplace Manager and Head of Shared Services in procurement and fit out works for offices, in alignment with Premises national standards.
- Collaborate with the CRE Manager to ensure we fulfil our obligations as lessee at both locations; and to engage effectively with landlords and managing agents
- Manage minor CapEx projects across New Zealand, in line with Financial Control and Workplace Premises policies. Engage with external project management vendors to assist in administering these projects
- Manage and coordinate fire wardens and first aiders in the Hamilton Head Office
- Manage and support the premises space utilisation and planning
- Ensure all contractors follow the Health and Safety at Work Act 2015 (NZ) and Worksafe practices, including obtaining all necessary documentation
- Planning and executing minor works
- Maintain the Hazard Register for the Hamilton Head Office and report any incidents and or hazards in DoneSafe.

Facilities Administration
- Manage physical access control, security, visitor/contractor management and CCTV in the New Zealand offices including report generation and documentation. Manage the supplier relationships with these vendors in alignment with local, GDPR and New Zealand regulations.
- Coordinate events in conjunction with Customer Services Manager and provide support where required
- Support the sustainability and carbon reduction strategy through sustainable work practices and industry best practices in conjunction with base building, cleaners and external providers

Workplace Technology Administration
- Manage the internal online presence of the Workplace team, including continuous improvement efforts using Microsoft automation and robotics
- Utilise the full Microsoft suite to the team’s benefit: advanced Excel and Word processing skills; Teams for communication; and SharePoint, PowerApps and Power Automate design for an online presence and file storage. Work to move as many functions as possible onto the cloud for best accessibility.

Compliance
- Workplace inspections, either in person or through third parties
- Report generation such as physical access, projected spending, compliance, business case documentation, active and completed jobs; for the team and other departments/domains
- Engage with internal departments (Group Legal, Vendor Management, Compliance, Group Security) to ensure that all functions are aligned with our responsibilities as a bank
- Create or update policies and procedures on a regular basis (at least annually) including team process documentation

Vendor / Contractor management
- On-board and manage the vendor relationships, including data cleansing, verification against government registers, vendor management checks, face to face and remote relationship management, and due diligence in line with local legislation and local and global policies
- Adhere to Vendor Management policies and or requirements, such as VMQ’s and Business Partner Checks
- Establish and mainta

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