{"id":3788085,"url":"https://alion.io/job/control-risks-workplace-services-coordinator","title":"Workplace Services Coordinator","company":{"id":6732,"name":"Control Risks","domain":"controlrisks.com","url":"https://alion.io/company/control-risks","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"B","score":82,"open_postings":14,"ghost_share":0,"stale_share":0.714,"repost_share":0,"time_to_fill_p50_days":35,"computed_at":"2026-11-06T05:58:05Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Shanghai, China"],"countries":["CN"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-11-05T04:40:13Z","employer_posted_date":"2026-11-05","last_verified_at":"2026-11-07T00:45:15Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"Role purpose\nThe Workplace Services Coordinator is responsible for delivering outstanding service-oriented support to our Shanghai office. You will have a varied remit working across a number of areas and in conjunction with employees, visitors and clients to ensure the efficient coordination of office operations.\nRole tasks and responsibilities\nOffice Management\n Responsible for the day-to-day operations of the Shanghai office to ensure the office runs smoothly and efficiently\n Maintain a positive working relationship with the building management team, promptly addressing any issues to ensure a comfortable working environment\n Monitor and manage access cards for employees, in line with building policies\n Act as the key point of contact for office-related vendors, maintaining all relevant documentation and processing payments when required, ensuring adherence to Finance processes.\n Supervise on-site contractors to ensure quality work is performed to agreed standards.\n Manage relationships with all office suppliers, including the Landlord, travel services, courier services, security suppliers, caterers, office supplies, printing, and stationery. Ensure high-quality service delivery to employees while maintaining cost-effective solutions.\n Main point of contact for the neighbourhood committee\n Oversee the management of stationery supplies.\n Work with ETS (IT) to ensure all office technology and network services are working effectively\n Support lease management for the office, tracking key deadlines and connecting all decision makers\n Support office moves, from site selection and planning through to completion\n Support the onboarding of new starters, assist with leavers and movers including office set-up and orientation\n Collaborate with the Global Workplace Services team to share best practices and contribute to improved processes across office operations\nHealth, Safety and Environment\n Conduct regular office inspections to identify faults and ensure that minor repairs are carried out promptly and efficiently.\n Conduct regular risk assessments and coordinate incident reporting.\n Support regional HSE meetings with reporting for the Shanghai office\n Keep the emergency contact list updated\n Ensure office safety compliance, appointing First Aid and Fire Wardens and ensuring they attend relevant trainings.\n Coordinate with building management for fire safety drills, ensuring Fire Wardens complete their duties.\n Coordinate health, safety, and office security ensuring compliance with relevant legislation, industry standards and internal policy requirements.\n Maintain a clean and safe environment in line with company policies and business objectives\n Coordinate office efforts around environmental initiatives, such as Green House Gas Emissions and Plastic Free Month\n Oversee the onboarding of new employees providing a comprehensive and welcoming induction tour, including HSE and Fire safety procedures\n Coordinate all activities related to departing employees, including collection of equipment and access cards.\n Maintain the office security systems, reconcile access cards, escalate and resolve system issues, to uphold a high standard of physical security.\nMeeting and Event Management\n Ensure a professional and welcoming front-of-house experience for employees and visitors during operating hours.\n Coordinate internal and external events, managing logistics and ensuring smooth execution\n Be the point of contact for visiting employees and Executive staff, including but not limited to arranging office access, issuing invitation letters, scheduling meetings and making local travel arrangements\n Oversee the provision of catering services for meetings and events ensuring quality and timely delivery.\n Manage internal employee events, such as the annual party, office dinners, or Lunch and Learns. Tracking attendance and reporting on a calendar of events (ability to appoint a Social Committee for assistance)\n Work with Marketing to support the hosting of conferences and local events in Shanghai; coordinating local event registrations, liaising with venues, printing of marketing materials, arranging logistics and collecting marketing materials.\nAdministration and Business Support\n Write and distribute relevant and concise communications to employees, as required.\n Manage documentation, including administering and maintaining content on the intranet and any other document sources.\n Conduct general administration and ad-hoc tasks as required, to support local business leaders, including accurately filing company documents and maintaining various records.\n Support the sales and marketing requirements of Shanghai business leaders and other local staff\n Update CRM records upon request.\n Support account management with logistics, contract formatting, translation and editing of marketing materials\nRequirements\n Excellent English communication skills - written and spoken\n Organised and diligent, with good time management skills\n Flexible, able to adapt and manage change\n Strong communicator, using a professional tone both externally and internally - ability to build trust and rapport with stakeholders across a variety of levels\n Ability to use own initiative, proactively find solutions and own key decisions on office operations\n Ability to work in a busy and fast paced professional environment\n Punctual and responsive\n High attention to detail\n Ability to manage small workplace projects and events to agreed timelines and budgets.\n Strong experience in the use of MS Office 365 products\n Experience in large-scale office projects and moves preferred","description_format":"text","description_chars":5669,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Security Services","Management Consulting"],"lifecycle":[{"event":"open","at":"2026-11-05T04:40:13Z"}],"visa":[],"liveness":{"score":63,"band":"ok","label":"Likely open","p_open":1,"p_active":0.632,"p_room":1,"age_days":1,"expected_fill_days":35,"reasons":["conf:2","stale_co","velocity","win:early"],"computed_at":"2026-11-06T05:58:05Z"},"pay":null,"html_url":"https://alion.io/job/control-risks-workplace-services-coordinator","json_url":"https://alion.io/job/control-risks-workplace-services-coordinator.json","meta":{"generated_at":"2026-11-07T03:45:40Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":9112,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-08T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":6732},"rest":"https://alion.io/mcp/rest/get_company?id=6732"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fcontrol-risks-workplace-services-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fcontrol-risks-workplace-services-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fcontrol-risks-workplace-services-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/control-risks-workplace-services-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fcontrol-risks-workplace-services-coordinator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3788085}},{"tool":"search_jobs","arguments":{"company":"controlrisks.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3788085},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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