Facilities and Workplace Coordinator

Tēnei tūranga – About the role

The purpose of the Facilities and Workplace Coordinator is to provide a professional, knowledgeable, customer focused support services to all MBIE staff and the public. The role is an important customer facing position requiring a high degree of customer service and flexibility to develop and maintain a competent and professional face of MBIE to both internal and external customers.

The Facilities and Workplace Coordinator is responsible for the delivery of a high-quality level of customer service to our stakeholders across a range of facility activities within the region. This role will provide effective facilities management support in the Facilities Team.

This role will provide customer-centric services and assistance in facilities management which includes but not limited to:

• Delivery of reception services
• Managing general administration duties
• Organising building maintenance, security access
• Logging and managing of jobs through the Facilities Management software
• Building strong relationships with premises occupants and external
• Being involved as a member of the property projects team when required

Ngā herenga – Requirements of the role

Personal specifications

• Previous experience in customer service role providing support to individuals or projects
• Proven facilities and/or administrative experience
• Ability to quickly build strong working relationships with a wide variety of people
• Can-do attitude (‘goes the extra mile’) and a high level of initiative, sound judgement and discretion
• Well organised and able to prioritise effectively / good time management
• Adaptable and flexible working style
• Excellent communication and interpersonal skills (both verbal and written) with the ability to follow instructions; able to communicate with all levels in a confident and professional level
• A proven track record of experience and achievement in following procedures responsibly
• Ability to work effectively in a team environment and to prioritise work to achieve MBIE outcomes
• Good understanding and skills in the use of Facilities Management software and systems
• Must have legal right to live and work in New Zealand.
• Proactive and confident customer service skills gained from working in front facing customer-centric roles, balancing both incoming calls and visitors who need your care and attention
• Good verbal and written communication skills and attention to detail. You'll spend a lot of time engaging both in person, on the phone/via teams and by email
• Well-developed organisational skills and ability to prioritise and manage the expectations of internal and external customers
• Comfort using the Microsoft Suite or similar - including Word, Excel (basic), and Teams. Any experience using SharePoint or similar enterprise content management systems would be advantageous
• strong time management skills and ability to manage a high workload
• Ability to work in alternative buildings when required

Takohanga tuhinga o mua – Key accountabilities and deliverables

The Facilities and Workplace Coordinator will be required to deliver results in the following areas:

Facilities Management

• Support the Property team to provide customer-centric, positive and prompt services and assist in facilities management for the premises in your portfolio including but not limited to:
  • Assisting as required with managing inwards and outwards supplies
  • Issuing and managing lockers
  • Administration duties including stationery and general office consumable ordering and management
  • Preparing and/or coding invoices (using FMIS) and ensuring they go to the appropriate person for approval
  • Assisting in providing a fully operational, legislatively compliant and safe working environment for staff, visitors and contractors
  • Ensuring all facilities management incidents and building maintenance requests are logged and managed with relevant contractors in line with agreed standards and timelines
  • Assist with the branch where required with maintaining fire and health and safety standards and practices, including checking, ordering and restocking civil defence supplies.
• Assisting the Facilities and Workplace Services Team Leader with relocation and furniture procurement when required
• Partner and collaborate with the wider Facilities and Workplace Services team, providing support to others when required wherever possible, including travelling to assist.
• Contribute to the development, improvement and implementation of standard operating processes, procedures and systems within Property
• Manage own work and peer review the work of others
• Build collaborative and positive working relationships with staff across the wider organisation as well as all key stakeholders, internal and external
• On Call – after hours Ensure the phone is always on, charged and answered promptly
• Ensure that the building, equipment and furniture are available and at an acceptable standard for staff use
• Ensure proactive and preventative maintenance services are carried out and any repairs are undertaken in a timely manner
• Health and Safety – always ensure the safety of our premises, staff and the public at all times
• Other duties as required to assist in the smooth running of the facilities workflow and frontline

Customer Service

• Providing high-quality reception and customer services, ensuring visitors and staff are welcomed, in person or by phone, professionally and promptly ensuring a positive impression and memory of MBIE. More specifically:
  • Ensuring consistent use of the visitor tracking system
  • Issuing of visitor and temp identification and security access cards
  • Management of security and staff photo ID cards
  • On-boarding and off-boarding of MBIE employees and contractors
  • Pre-registering visitors in the sign in system and assigning security tags
  • Safeguarding the security of the building, challenge and escalate when lapses occur
• Assist the Facilities and Workplace Team Leader with the delivery of facilities management services, products and programmes that actively support and contribute to the achievement of the Ministry’s outcomes and that deliver to the needs of internal and external stakeholders

Finance

• Support daily management of accounts and invoice payments in relation to property including:
  • Ensure all weekly and monthly invoices are processed for payment
  • Processing invoices through to approval from subcontractors and various vendors using the internal FM system
  • Ensure raised jobs are reconciled against invoices
  • Ensure all invoices are followed up and processed before month end rolls over

Wellbeing, Health & Safety

• Support daily management of Health, Safety and Security requirements for the site including:
  • Contractor site inductions
  • Maintain an incident register
  • Reporting of any property faults through the designated MBIE facilities software
  • Ensure incident and accident reporting is carried out according to SOP and in line with company and customer policy
  • Assist the Facilities Team Leader with managing building security and ensure risks are Report on security incidents.
  • If certified, perform first aid or Otherwise contact on-site certified first aiders or emergency services.
  • Maintain best practice in emergency procedures
  • Follow the company and client vehicle policies at all times
  • Maintain the health & safety processes according to SOP and relevant policies and legislation
• Displays commitment through actively supporting all safety and wellbeing initiatives.
• Ensures own and others safety at all times.
• Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting.
• Reports all incidents/accidents, including near misses in a timely fashion.
• Is involved in health and safety through participation and consultation.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Facilities and Workplace Coordinator position reports into the Facilities and Workplace Team Leader. The branch sits within the Corporate Services, Finance and Enablement group.

More information about MBIE’s structure

To mātou aronga – What we do for Aotearoa New Zealand

Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose, Grow Aotearoa New Zealand for All.

To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.

As agile public service leaders, we use our breadth and experience to navigate the ever-changing world. We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders. We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).

Ngā matatau – Our competencies

Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.

Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.

Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.

Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.

Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.

Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.

Te Tiriti o Waitangi

As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti). Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All. The principles of Te Tiriti - including partnership, good faith, and active protection – are at the core of our work. MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.

Mahi i roto i te Ratonga Tūmatanui – Working in the public service

Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.

In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.

What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission