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.
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. 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.
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 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 contract overview
Partner with Security/EHS to audit lobby access controls, contractor check-in, and emergency procedures; run drills and close findings.
Document all consumables on site
3–5+ years in workplace/facilities operations, corporate hospitality, or office services with vendor/SLA own

Workplace Coordinator and Reception Support

Maestra

Bagnino

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