Workplace Experience Specialist

Aztec Fund Administration · Saint Helier

At Aztec, we’re committed to building and nurturing a diverse and inclusive workforce where everyone feels valued, respected, and able to grow. We know that different backgrounds, perspectives, and experiences strengthen our business and we welcome applications from all individuals. So, if your experience doesn’t exactly match with every part of the job description, but you are excited about the role, we would still like to hear from you. If you are passionate, curious, innovative and data driven, you could still be a good fit.

About the role:

Reports to Workplace Operations Manager

Aztec’s Workplace Team is responsible for delivering a top-level workplace experience to all employees, visitors and guests.

Working within the Jersey Workplace Team, this role provides independent ownership of the local employee, visitor and client experience. The role coordinates multiple Workplace Experience workstreams, delivers consistent and high-quality outcomes with greater autonomy, contributes to process improvement, builds effective stakeholder relationships and supports the development of others.

The role also leads hospitality, office standards, Workplace communications, events, new-starter experience and local delivery of the Group travel programme, while overseeing the day-to-day service delivered by the third-party Housekeeper / Concierge.

Key responsibilities:

Own the day-to-day workplace experience for employees, visitors, clients and guests in the Jersey office, working with appropriate independence and escalating material risks or decisions.
Coordinate multiple Workplace Experience workstreams and priorities, maintaining consistent, high-quality service and following actions through to completion.
Lead local visitor-management standards, host guidance, arrival support, wayfinding and service recovery.
Maintain client-space, meeting-room, hospitality and office-presentation standards throughout the working day.
Oversee the third-party Housekeeper / Concierge service, including daily priorities, quality checks, feedback, issue resolution and escalation.
Coordinate local catering and food and beverage requirements in line with agreed hospitality standards and budget controls.
Lead Jersey Workplace communications, adapting messages for the audience and maintaining relevant Workplace Hub content.
Arrange and deliver Workplace induction sessions for new starters, including office show rounds, Health and Safety and introductions to Workplace services.
Own the local delivery of the Group travel programme, supporting users with booking-system queries, guidance, troubleshooting and escalation.
Monitor recurring travel issues and user feedback, identify themes and recommend practical improvements to guidance, processes or service delivery.
Support with coordinating local Workplace events, employee-engagement activities and seasonal initiatives with relevant stakeholders.
Work with the Social Committee and events teams to support safe, well-organised activities and events.
Maintain the workplace environment, including artwork, signage, plants, and associated supplier arrangements.• Maintain the workplace environment, including artwork, signage, plants, and associated supplier arrangements.
Support group and local sustainability initiatives and work with the Sustainability team where required.
Monitor cleaning and presentation standards through inspections, issue logging, supplier feedback and follow-through to resolution.
Support meeting-room and collaboration-space readiness, including layouts, supplies, signage, hospitality and escalation of technology or facilities issues.
Build effective relationships with local leaders, employees, visitors, suppliers and cross-functional teams to understand needs and deliver appropriate outcomes.
Use experience and judgement to identify service improvements, contribute insights and help refine Workplace Experience processes and standards.
Support Workplace Experience spend tracking, raise purchase orders and maintain accurate records.
Support space-planning, desk-neighbourhood and parking activities, maintaining accurate local information and responding to day-to-day queries.• Support space-planning, desk-neighbourhood and parking activities, maintaining accurate local information and responding to day-to-day queries.
Share knowledge, support team initiatives and provide guidance or mentoring to newer colleagues and contracted service personnel where appropriate.
Provide cross-cover across Workplace activities during periods of absence and support additional Workplace projects and priorities as required.

Skills, knowledge, expertise:

Demonstrable experience in workplace experience, hospitality, facilities, client services, events, travel coordination or a comparable service role, with the ability to work independently within agreed parameters.
Ability to coordinate multiple workstreams, prioritise competing demands and consistently deliver accurate, high-quality outcomes with greater autonomy.
Developing subject-matter expertise in Workplace Experience, with the confidence to provide practical insight, solve problems and contribute to process improvement.
Strong stakeholder and service-management skills, with the ability to build meaningful relationships and communicate clearly and inclusively with colleagues, clients, visitors and suppliers.
Experience of coordinating third-party services, setting day-to-day priorities, monitoring quality and following issues through to resolution.
Confidence using workplace booking systems, with curiosity to learn, openness to new ways of working and a constructive approach to change.
Demonstrates ownership, accountability, collaboration, initiative, a positive can-do approach and inclusive behaviour; able to support team initiatives and guide newer colleagues.

We will provide training, both in house for relevant technical knowledge and through the Aztec Academy where appropriate, to support your development. You will need to be quick to learn new systems, organised in your approach, comfortable working with people across the business and able to demonstrate the independence, ownership and professional judgement expected.

We understand that everyone has different needs, and that’s why our employee package includes a variety of benefits. In addition to a competitive salary, here are some examples of the benefits that we may offer for our permanent roles:

Discretionary bonus scheme
Flexible, hybrid working
Ability to work abroad for up to 3 weeks per annum
Generous holiday allowance
Pension scheme
Private medical insurance, including eye care
Life assurance (death in service and critical illness benefit)
Worldwide travel insurance
Health and wellbeing programmes
On-site parking

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