Workplace Coordinator and Reception Support
Pubblicato il 23-09-2026 - UL Solutions in Carugate
Job Description
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.
Responsibilities
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 f