Workplace Coordinator presso HCF (Hospitals Contribution Fund)

The Workplace Coordinator is responsible for delivering a range of on-site facilities and workplace services, ensuring a responsive, welcoming, and authentic experience for staff & visitors to HCF Paramatta Office and the visual appearance and operational efficiency of the office space, meeting rooms and ancillary areas.

The Workplace Coordinator will be a main point of contact for Paramatta Place and responsible for managing the desk and meeting room booking system, daily monitoring of the meeting rooms and the break out areas schedule, providing assistance with the use of the audio visual equipment in the meeting rooms ensuring an efficient and safe experience for all HCF staff and visitors focussing on the delivery of exceptional customer service within a top quality building environment whilst ensuring HCF’s corporate image is maintained to the highest level at all times. 

The role will also support the Property Team with ad hoc tasks as required. You will report to the Workplace Manager.

All duties performed must comply with HCF standards, policies and procedures and be carried out with a focus on exceptional customer service delivery.

Responsibilities

• Provide coordination and support for delivery of Workplace Services not limited to: Concierge and Reception Responsibility, Room Management, AV Support, Meeting & Event Management, Catering, Wellness Room Management, Parking, Lockers, Mail/Courier Services, Office Supplies, Moves, Adds, Changes, Workstation and Cable Management, Space Reset, Visitor Protocol and Workplace Onboarding and other ad hoc responsibilities

• Office frontline service administration including Reception email, visitor registration and guidance, courier bookings and deliveries, workplace communications, issuing temporary passes

• Support staff to embrace new ways of working in a hybrid environment

• Managing desk and meeting room booking systems

• Setting up meeting rooms including furniture reset and AV equipment and assisting with troubleshooting.

• Office space management, including event/catering/coffee

• Assist employees with workstation set up, including light duty adjustments such as adjusting monitor arms, tightening screws on chairs, adjust cables etc.

• Inducting staff to systems used in the office and deliver orientations and tours of facility and amenities

• Ensure all office manuals and information on the systems is current and relevant

• Work closely with Building Security, Facilities Management and Cleaners to ensure immaculate office presentation and efficiency

• Have a good understanding of WHS, emergency preparedness and office security

About You

You will have prior experience in workplace services, either through Concierge or Workplace Coordination roles. You will have a can do attitude and experience in a highly corporate office environment.

• Prior Administrative experience within a customer focused environment (preferably in a related industry, not-for-profit, operations or office administration)

• Ability to work autonomously and don't mind being hands on

• Comfortable with new technology and able to learn processes and troubleshoot problems calmly and quickly

• Exceptional time management skills with an ability to juggle competing priorities whilst remaining solutions focused.

• Ability to learn and adapt to multiple online systems across the organisation

• Drive, passion and commitment to delivering a positive experience with all interactions

• Ability to maintain calm under pressure or with changing situations

• Strong working knowledge of MS Office programs – Word, Excel, PowerPoint and Outlook

• Familiarity with the use of Video Conferencing equipment

• Courteous manner, orientated to assisting others. Warm, engaging demeanor and positive attitude. Ability to assess circumstances, empathize and offer help.

About HCF

At HCF, our purpose is to bring our human touch to healthcare. Since 1932 we’ve been putting our members and their health first. As Australia’s largest not-for-profit health fund, we cover 2 million members with health, life, travel and pet insurance and our vision is to make healthcare understandable, affordable, high quality and member centric.

We want to be true health partners to our members, easily guiding the healthcare choices that are right for them. At HCF, our values are the way we do things and create the necessary culture to help us realise our purpose and deliver our  Strategy. Living our values in action we step forward, walk in their shoes, stay human, make it better and get there together.
 

Culture & Benefits 

Purpose-driven passion
We’re united by a common purpose: to make healthcare affordable, understandable, high quality and member-focused.

Wellness and work-life balance
We’ll empower you with the necessary skills and tools to support your personal wellbeing journey, ensuring you perform at your best. Our offerings include:

• 50% subsidy on HCF hospital and/or extras cover

• 18 weeks of parental leave for all new parents

• Mental health and wellbeing programs, including workshops, fitness classes, flu vaccinations, skin checks and more

• Discounts on HCF’s products, including life, pet and travel Insurance, as well as discounts at Fitness First gyms and on our eyecare products.

Collaboration and inclusivity
We embrace diversity as our strength and are committed to maintaining an inclusive and collaborative work environment. Our workplace is welcoming and safe for all our employees, irrespective of their unique characteristics including age, ethnicity, cultural or spiritual background, gender identity, disability, education and socio-economic status.

Continuous learning and growth
We believe in lifelong learning. HCF provides opportunities for personal and professional development. From workshops to mentorship programs, we encourage your growth and curiosity.

Next steps

If you require any adjustments to assist you in making your application or during the recruitment or onboarding process, please reach out to Talent Acquisition – [email protected]  to discuss.

We encourage applicants to submit their applications at their earliest convenience, as at HCF, we review applications as they are submitted, and may have filled the role prior to the job closing date.