19 Jul
VONNE (Voluntary Organisations' Network North East)
Australia
Contract Type: Permanent
Role Type: Employment
Hours: Full time
Application deadline: Friday, August 1, 2025 - 17:00
Based: Newcastle
Salary: £26,000 Per Annum
Salary Type: Fixed Salary
Location: Tyne and Wear
Role description: Administration
Purpose
The purpose of the Workspace Co-ordinator is to ensure the effective running of North East Workspace including the day-to-day operations and administration of our city centre office spaces, ensuring high-quality support for tenants, efficient health and safety with effective maintenance and repair coordination, and contributing to increased occupancy through excellent customer service and proactive improvement suggestions.
The requirements of the role are to be met working Monday to Friday from 8:00 am until 4:00 pm There will be a small element of travel attached to this role within the Newcastle area; in addition to some occasional working outside of usual office hours to provide office cover and/or support with events and building security.
Responsibilities
Main duties and responsibilities include:
Tenant Support & Communication
Act as the first point of contact for all tenant enquiries and issues, dealing with any queries in a professional and timely manner.
Foster positive relationships with tenants, ensuring a welcoming and responsive environment.
Progress lettings from enquiry stage through to completion ensuring all appropriate paperwork is in place.
Handle onboarding of new tenants and support smooth move-ins/move-outs.
Timely negotiation and successful completion of all stages of tenancy renewals.
Occupancy Growth
Maximise building occupancy through the effective promotion of empty offices including updating NEWS social media pages and website content.
Work with the wider team to promote availability and increase office space occupancy.
Conduct tours for potential tenants and highlight the benefits of the workspace.
Identify opportunities to enhance the attractiveness of the building/offices.
Facilities & Maintenance Co-ordination
Overseeing maintenance and management of the portfolio of properties and car park including liaising with contractors, maintenance providers, and cleaners to ensure all services are carried out effectively, and on time.
Oversee meeting room bookings (both from internal and external clients) including associated administration and the setting up and clearing of rooms. Co-ordinate maintenance works including logging and monitoring maintenance issues, and ensuring prompt resolution within budget.
Maintain records of works, service contracts,
and compliance requirements ensuring all mandatory checks and servicing ie lifts, gas boilers, PAT / electrical works; are undertaken in a timely and compliant manner, along with any remedial works if required.
Support effective ICT service delivery.
Health & Safety / Compliance
Ensure effective building security and access and overall responsibility for organising the opening/locking up of buildings in the portfolio.
Conduct regular building checks to ensure a safe, clean, and compliant working environment.
Report hazards and support risk assessments and remedial actions as required.
Ensure records and certificates of works are effectively updated and maintained.
Continuous Improvement
Recommend building or operational improvements based on tenant feedback and observations.
Support sustainability initiatives and energy efficiency improvements.
Support PNE in achievement of the group strategy and demonstrate commitment to sustainable, responsible and ethical practice across all areas of the role.
Assisting in setting targets and objectives for NEWS and to support and monitor achievement against these, including contributing to an effective buildings and maintenance strategy.
Other Responsibilities
Fire Marshal First Aider
To undertake training / CPD as required.
Ability to meet the travel requirements of this post to properties across the NEWS portfolio, within the city centre and Ouseburn areas of Newcastle.
Liaise with the Operations Manager to ensure there is appropriate cover in place for periods of annual leave, sickness absence and CPD, including providing support to other teams within PNE.
Carry out other duties commensurate with the grade of the post.
Line manager responsibility: Nil
Required Characteristics (essential To The Role)
The successful candidate will be able to demonstrate:
Qualifications
Recognised qualification in commercial lettings, facilities management or significant relevant experience.
Experience
Two or more years experience in an administration role within a commercial property, lettings/tenancy management setting.
Experience of developing, improving, implementing and monitoring effective administration systems and processes.
Skills/Knowledge
Proficiency in Microsoft Office
Knowledge of facilities and property management, including contractor and maintenance co-ordination.
Basic understanding of health and safety and building compliance requirements.
Able to meet the travel requirements of the role.
Good problem solving skills.
Excellent conflict resolution / management skills
Personal Qualities
Friendly and approachable with a 'can-do' attitude.
Reliable, flexible and committed to achieving high standards.
Strong commitment to customer care and service delivery.
Professional conduct and attitude to enhance the company's reputation.
Well organised and self-motivated.
Resilient with the ability to work under pressure.
Use of initiative to proactively respond to changing priorities and conditions.
Understand and apply PNE Group ethos and the values which underpin it.
Advantageous Characteristics (desirable)
Evidence of continual professional development.
Health and Safety Qualification L3 or above.
Experience of SharePoint software
First Aid qualification
Fire Marshal training/experience
Our Values
We conduct both ourselves and our business in accordance with our values, which form the foundation upon which we develop our services, interact with staff and select our partners and business associates.
We Believe In The Importance Of
Respect for the diverse contexts we work in
Innovation and creativity
Sustainable development
Ethical, responsible and transparent conduct
Supporting communities
Equal Opportunities
We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of race, sex, gender reassignment, pregnancy and maternity, marital status, disability, religion/belief, sexual orientation or age.
Employee Benefits
PNE Group is a social enterprise which exists to enable positive social and economic change, which means you'll work for an organisation making a difference to communities across the North East,
as well as within the UK. Employees benefits include:
5 annual professional development days
Up to £420 professional development budget
Newcastle City Centre office location
Cycle storage and showers
To Apply
To apply, please send a copy of your CV accompanied by a covering letter outlining your suitability for the role to ******
Please note that the closing date for applications is Friday 01 August 2025 at 5:00pm.
Interviews will be held on Thursday 07 August 2025.
If you would like further information about this role, or for an informal discussion please contact Lisa Murphy via email at ****** or ring 0191 230 6413.
We will contact you via email. If you do not hear from us within 5 working days of the closing date, please assume you have been unsuccessful on this occasion. Previous applicants need not apply.
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