Workplace Coordinator

The job locates in Arm Sophia Hub within the Sophia-Antipolis technopole.

The workplace coordinator will be reporting and collaborating with the Workplace France Manager. Remote working will not be possible under the workplace coordinator position.

**Ensure physical security**
- Handle visitors, vendors and employees coming to site
- Implement physical security as per global and local policy and instructions
- Create GDAS cards: for employees, vendors, visitors
- Inform employees, vendors, visitors about any security aspect when/if necessary
- Clock in/out temporary cards (red badges)
- Clock in / out building keys
- Riskwise: pull out reports from Lenel and upload reports on Riskwise
- Leaver confirmation (monthly)
- Site access control check (monthly)
- Zone 4 and 5 Access Denial (monthly)
- Zone 4 and 5 Access control (quarterly)
- Management of keys (quarterly)
- Keep an eye on site entrance during daytime through CCTV and lean on Facilities team (company on site) for assistance when/if required : for deliveries, large trucks entering the site, visitors wandering around.
- Keep an eye on Lenel alarms (particularly on the doors that give access to the buildings)
- Ensure physical presence at the front desk from 10.00 to 18.00 from Monday through Friday
- Liaise with the Physical Security (PS) Team in UK in the event of PS incidents on site.

**Shipping**
- Ensure shipping in line with arm trade compliance requirements
- Handle incoming mail and delivery to employees

**Health and Safety**
- Keep an eye on the PTI available to lone workers and ensure to know on how that works
- Handle the first aid kit that locates in the cloack room
- Implement health and safety as per global and local policy and instructions

**Support with communication**
- Prepare and send monthly Newsletter
- Prepare and send monthly new joiners Letter
- Handle embed signage: posting on screens
- Ensure networking snapshots and/or videos during events for our post-event comms
- Handle post-event comms

**Reception**
- Maintain a world-class reception service and customer experience throughout the workplace

**Key services to employees**
- Add employees car plates into the Lenel under respective profiles
- Manage loans of blankets, polar ponchos, pétanque balls, umbrellas
- Arrange personalized mugs as we get new employees and interns
- Help update photos on the Orgchart
- Daily check the arm-sophia slack channel for employees feedbacks, complaints, and other
- Check the Teams’ channel to support with gym and wellness activities
- Service now tickets: handle / assist with tickets

**Logistics and catering services**
- Send Elior restaurant new joiners’ badge numbers
- Liaise with Elior on the lunch vouchers provided to guests: update liaison table under teams
- Handle meeting rooms for events
- Monitor large meeting rooms booking (for our synch-up event meetings)
- Liaise with Vinci facilities on their room booking needs for logistics
- Plan and check signage during events / collaborate with Vinci hospitality officer
- Handle catering services requests for small meetings when needed
- Support with implementation of events and ensure presence during events according to needs
- Help with some purchases/orders (Office supplies, flowers to employees, )

**Travel**
- Provide employees with taxi reservation process and keep an eye on the taxi requests
- Assist visiting global arm employees with their transportation arrangements when needed
- Arrange company letters for Arm France employees travelling abroad
- Liaise with Travel Team UK and local hotels to renew annual agreements

**Back-up Workplace team**
- Act as back up for the Sophia Workplace manager in her absence

**Skills and knowledge requirements**- Skilled in MS Word, Excel, PowerPoint, Sharepoint- Experience with customer services and coordinating/working within a small team of administrative staff- English and French fluent speaking- Having strong management skills
- Flexible, willing to adapt to changing responsibilities and assignments
- Good written and verbal interpersonal and communication skills
- Strong time management skills
- Knowledge of service level agreements (SLA) and associated monitoring techniques
- Ability to coordinate and work within a team
- Understanding of health and safety requirements in France
- Assertive personality

**Contract**- CDI / permanent position after a probationary period- Starting date: from 27th March 2023 ideally

The tasks and responsibilities listed in this job description are not exhaustive. The job can be readjusted as the business needs it.

**Equal Opportunities at Arm**:
Arm is an equal opportunity employer, committed to providing an environment of mutual respect where equal opportunities are available to all applicants and colleagues. We are a diverse organization of dedicated and innovative individuals, and don’t discriminate on the basis of any characteristic.

**Hybrid Working at Arm**:
Arm’s hybrid approach to work