Workplace Coordinator and Reception Support

In this role, you will support a seamless employee and visitor experience by maintaining a safe, organized and professional workplace environment while building strong partnerships with internal teams and external service providers.

• 3–5+ years in workplace/facilities operations, corporate hospitality, or office services with vendor/SLA ownership.
• Hands-on experience with Brightly Asset Essentials CMMS and visitor/room systems; able to build dashboards (Excel/Power BI) and present trends.
• Demonstrated program ownership, cross-functional coordination, and continuous improvement.

Career Level: Mid-level exempt role with growth potential into broader workplace operations or facilities management leadership.

What we offer: 

We understand that remuneration and benefits are important when deciding on your next career move. The annual salary range for this position is EUR 26.700 - 34.000 gross, determined by numerous factors, including knowledge, skills, and experience (Collective Bargaining Agreement (CBA): Commerce Sector - Job Classification Level: Level 5-4). This position also offers an annual bonus of up to 5% of annual salary. We also offer 21 vacation days, lunch voucher (10€ per working day),Voluntary Individual Pension Plan, Fiscal Assistance, access to the ULS University learning platform to support your development and learning, two additional days off for volunteering, and flexible working to support your work-life balance. 

This position is gender-neutral and open to all qualified candidates, regardless of gender identity.

#LI-GP1 #Onsite

Front-of-House Oversight (20%)

• Oversee the front-of-house experience, ensuring consistent greeting, verification, and registration of visitors through the building’s visitor management system, audit compliance and partner with Security on exceptions.
• Govern self-service conference rooms and the internal reservation system; resolve conflicts and enforce standards for booking completeness and readiness. 
• Receive and answer all incoming telephone calls, appropriately directing calls and inquiries when needed. Ensures the correct functioning of conference center.
• Organize courier and post delivery 
• Monitor facilities storage -make orders 
• Conduct daily walkthrough to ensure space is ready for use, AV equipment and furniture are in proper location and in good working order, lights are working, and area is clean.
• Organize taxi and chauffer bookings when requested. Maintain confidentiality at all times.
• Read and follow the UL Solutions Code of Conduct and follow all physical and digital security practices.

Facilities Operations (80%)

• Administer inventory levels and negotiate replenishment cycles with suppliers; manage purchase orders and reconcile invoices for accuracy.
• Manage vendor performance: maintain vendor/contractor registers, conduct quarterly business reviews with the FM, enforce SLAs and compliance requirements.
• Own the Brightly Asset Essentials CMMS queue: triage, prioritize, and dispatch work orders, analyze KPIs (first-time fix rate, cycle time, backlog age), and publish monthly dashboards with corrective actions.
• Lead onboarding of vendors in the supplier platform, ensuring data completeness, policy acknowledgments, and integration to PO/invoice workflows.
• Manage and check facilities invoices 
• Maintain the consumable list 
• Maintain the contract overview 
• Partner with Security/EHS to audit lobby access controls, contractor check-in, and emergency procedures; run drills and close findings.
• Perform monthly assessments and document them 
• Document all consumables on site 
• Act as First Aid and Fire warden