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Senior Workplace Coordinator

Xero

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Administration

San Francisco, CA, USA

Posted on Wednesday, June 5, 2024

Xero is a beautiful, easy-to-use platform that helps small businesses and their accounting and bookkeeping advisors grow and thrive.

At Xero, our purpose is to make life better for people in small business, their advisors, and communities around the world. This purpose sits at the centre of everything we do. We support our people to do the best work of their lives so that they can help small businesses succeed through better tools, information and connections. Because when they succeed they make a difference, and when millions of small businesses are making a difference, the world is a more beautiful place.

How you’ll make an impact

The Senior Workplace Experience Coordinator will work closely with the Workplace Experience (WX) leadership team to “provide exceptional support services within beautiful work environments that inspire and enable staff to create beautiful outcomes.”

To ensure your success you will have a strong focus on customer service, while assisting with the implementation of the team’s strategies for achieving continual improvement of the experience that people have in our space, how they interact with our space, it’s technology and how the space enables people to interact with each other to strengthen our culture. Xero wants the Workplace to be enjoyable and productive to allow staff to do the best work of their lives by meeting the needs of the individual and the needs of the business.

A typical day in this role will vary. You’ll be responsible for facilities maintenance coordination via strong vendor and stakeholder management (preventative/reactive),space management, promoting the behaviours needed for success with our Activity Based Working approach, and local delivery coordination of all things health, safety, security & environmental (HSSE). This role contains a financial aspect and you will be responsible for raising purchase orders and the monitoring and reporting of operational costs against budget. By supporting the Workplace Manager, you will also influence the operations team for alignment, application of best practices and problem solving for efficiency and continuous improvement. You will also have the opportunity to lead initiatives and small to medium sized projects driven by outcomes.

A key focus within the WX team is our ability to engage with Xeros in fun, delightful and innovative ways to provide valuable, need to know information. Your creative communication skills will engage and inspire all Xeros to create a #human and #beautiful workplace experience.

To be successful in this role you will need a curious nature compelling you to apply problem solving techniques so we can do things better. You will revel in finding new ways of doing things that makes our jobs easier and improves the service we offer to the people of Xero.

What you’ll do

Implement workplace management best practice within our offices.
First point of contact for any office related issues including management of our access control systems.
Create high levels of engaging communications that reach all Xeros
Coordinate and organise events, activities and programs that enhance the employee experience.
Ensure high standards of presentation and maintenance for all spaces
Timely communication of crucial office and WX information to internal Xeros, with updates as needed.
Own and manage all our access control system and processes for your regional office including issuing of access devices, distribution of ID cards and audit trails ensuring our office security at all times.
Supporting the WX team in ensuring your regional office meets the ISO 27001 standards
Ensure that appropriate and effective building services are in place. Work with the wider global WX team to implement a common approach to providing these services across the property portfolio while achieving a quality work environment in a cost effective manner.
Coordinate with the Workplace Leadership team to ensure that consistent workplace services are delivered.
Assist with office relocations and team reconfigurations.
Negotiate, audit, and manage service contracts to ensure services are delivered within the approved budgets and standards.
Provide regular reporting and analysis on contracts and spend to identify opportunities for improvement.
Make best use of workflow management tools to allow for the efficient and accurate scheduling, management and performance reporting of the work undertaken by the team.
Review and report on workplace systems we rely on for our space occupancy and utilisation.
Manage cost control, invoice processing and collaborate on operational budget discussions.
Support small-large fit out and building work projects as required.
Liaise with internal staff and external contractors, to ensure that all user needs will be met and that maintenance projects are undertaken in line with business strategy and in a cost effective manner.
Coach and mentor others in the Workplace team as appropriate.
Implement and maintain processes, as appropriate for each site, that ensure all meeting rooms, kitchen facilities, reception areas, amenities are well presented and functional.
Implement, monitor, and provide reporting on health and safety requirements within your regional office. This includes, but is not limited to, First Aid, Fire Safety, Accident Reporting & Investigation.
Provide onsite support and assistance for staff within your regional office. This would include, but would not be limited to, assisting with on site event operations, or carrying out ad hoc project work.
Assist with travel requirements for your regional staff using our travel platform and provider.
Promote and demonstrate the Xero values through everything you do; We-Make-It-Human, We-Make-It-Beautiful, We-Make-It-Happen, We-Make-It-Together.

Success looks like

Perform internal audits to ensure compliance with our ISO and Soc2 certifications, identifying any areas for improvement
Implementation and management of systems that facilitate the efficient operation to Xero’s offices.
Maintaining your regional office to a world class standard and #beautiful workplace environment and experience.
All projects captured and managed effectively through to delivery.
Ensure all offices are compliant with local health and safety legislation and company requirements.
Positive relationships maintained with the Workplace Experience team at other locations, internal customers, and management team.
Live, breathe and promote the Xero values in everything you do to support the business and the Xero culture.

What you’ll bring with you

3+ years of facilities/workplace management experience and running services within a large office environment.
Coordinating health & safety within an office environment, office reconfigurations, and minor alterations and building works.
Experience with financial systems and managing budgets.
Contract management to ensure service level agreements are maintained.
Local first aid certification desired.
Knowledge of local H&S guidelines.
Business Insight Monitors the market for changes, stays informed through various methods, innovates to enhance personal contribution.
Collaboration Ability to foster a culture of idea-sharing and can actively involve a diverse range of stakeholders.
Plans & Aligns Balances planning and urgency, develops detailed plans anticipating and resolving issues for efficient progress.
Ensures accountability Can take ownership of challenges, learn from success and failure and work through challenging situations to deliver on a commitment.
Customer Experience -Ability to handle complex customer requests and improve the customer experience using feedback and data.
Communicates effectively. Ability to effectively convey complex information using varying methods, to diverse audiences.
Project Management Leads designs & executes initiatives implementing governance approaches
Flexibility and Adaptability, Resilience Responds positively to change and seeks out new challenges and experiences to build resilience.
Systems Thinking & Integration Can identify and analyse complex systems, understand feedback loops and interdependencies, and apply systems tools and techniques effectively.
Facility Management. Solid understanding of the workplace and building systems and can build strong vendor relationships. Good financial administration skills.

Why Xero?

Diversity of people brings diversity of thought, and we like that. Our human-first culture of respect, fairness, and inclusion is what helps Xeros thrive and work and beyond. Offering very generous paid leave to use however you’d like (plus statutory holidays!), dedicated paid leave to care for your physical and mental wellbeing as well as an Employee Assistance Program to access mental health care for you and your family, employee resource groups, wellbeing programming and allowances, medical, dental, vision, and disability insurance, fertility and family forming financial support, 401k contribution matching, 26 weeks of paid parental leave for primary caregivers, an Employee Share Plan, beautiful offices with snacks and break areas, flexible working, career development and many other benefits that reflect our human value, you’ll do the best work of your life at Xero.

Research has shown that women and underrepresented groups are less likely to apply to jobs unless they meet every single competency or experience. If you are excited about this role, but your past experience doesn't align perfectly, we encourage you to apply anyway. You could be just the right person for this role and Xero. If you have any support or access requirements, we encourage you to advise us at time of application and throughout the interview process.