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 Workplace Experience Coordinator will work with the Workplace Experience Manager to "provide an exceptional workplace experience that inspires and enables staff to deliver great work."

A typical day in this role will be extremely varied. You'll be responsible for performing administrative tasks such as internal Audits, workflow and ticket systems, travel and accommodation booking, notifying and liaising with vendors on building maintenance issues, as well as arranging and assisting with space planning, office moves, events and catering, and other ad-hoc duties which may include some lifting.

You will work closely with the wider NZ, and Global WX team to ensure alignment on processes, engagement and idea generation. Working with the team to identify opportunities for automation, reduce duplication and enhance the experience of our Xeros.

This role contains a financial aspect and you will be responsible for raising purchase orders and the monitoring and reporting of project costs against budget.

To be successful in this role you will need an inquisitive nature which compels you to always question how we could do things better. You will revel in finding new ways of doing things that make our jobs easier and improve the service we offer to the people of Xero.

What you'll do

• Provide world class experience for Xeros, visitors and vendors in Hawke's Bay.
• Maintain #beautiful working environments by implementing and managing processes to ensure all areas of the office are well presented and well stocked with necessary supplies.
• Ensure all WX audits are completed in a timely manner.
• Provide administrative support to the WX Manager and the wider WX team in creation and maintenance of WX related content.
• Create in depth reporting and analysis to senior WX leaders to highlight areas for improvement on performance across all WX systems.
• Monitor, and provide in-depth reporting on health and safety incidents within each office. This includes, but is not limited to, First Aid, Fire Safety, Accident Reporting & Investigation, and Civil Emergencies.
• Monitor, and provide reporting on security incidents within each office, suggesting ideas for improvement.
• Monitor, and provide reporting on sustainability and environmental incentives.
• Implement, monitor, and distribute PPM tasks and recurring tasks within the WX team.
• 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.
• Oversee cost control, invoice processing and project spend.
• 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.
• Implement and maintain processes, as appropriate for each site, that ensures all meeting rooms, kitchen facilities and reception areas are well presented, stocked and maintained.
• Monitor and support travel arrangements through our service provider
• Reviewing and Updating documentation in our Helpcentre

Success looks like

• Perform internal audits to ensure compliance with our ISO and Soc2 certifications, identifying any areas for improvement.
• Maintaining a #beautiful working environment and delivering the highest quality experience for our Xeros.
• The WX Manager is well supported and informed on initiatives, upcoming events, occupancy rates and overall site performance.
• Timely provision of reporting and analysis to allow for informed decision making to support improvements in service levels to the business and/or reduce or mitigate cost to the business.
• Ensure all offices are compliant with local health and safety legislation and company requirements.
• Reports are delivered in a timely manner Provide administrative support to the wider WX team.
• Positive relationships maintained with the Workplace Experience team at other locations, internal customers, and management team.
• Live, breath and promote the Xero values in everything you do to support the business and the Xero culture.

What you'll bring with you - Critical Competencies

• Ability to quickly learn new systems and processes.
• Excellent organisational and planning skills with the ability to effectively prioritise workload to ensure that multiple activities are completed in an efficient manner to a high standard.
• Excellent written and verbal communication skills with an ability to effectively communicate with all levels of the business.
• Proactive, self starter with the ability to work effectively unsupervised.
• Proven ability in the building and maintaining of strong and beneficial working relationships with internal customers, colleagues and service providers
• Exceptional customer services skills with confidence in dealing with difficult customers in an effective, friendly and professional manner.
• Ability to identify opportunities for improvement and develop and implement appropriate change

Experience

• 2 years of facilities/workplace coordination experience or other operational business support functions.
• Experience in working within formal management systems (such as ISO standards) would be an advantage.
• Ability to quickly learn new systems and processes.
• Ability to identify opportunities for improvement and develop and implement appropriate change.
• Proactive, self starter with the ability to work effectively unsupervised.
• Ability to build strong and beneficial working relationships with internal customers, colleagues and service providersExperience in workflow management tools (Zendesk, Asana or similar)

Our collaborative and inclusive culture is one we're immensely proud of. We know that a diverse workforce is a strength that enables businesses, including ours, to better understand and serve customers, attract top talent and innovate successfully. At Xero we embrace diversity and inclusion and value a #challenge mindset.

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.

Xero is an NZ Immigration Accredited Employer and Rainbow Tick certified too.