Position Summary
Workplace Experience Coordinator for a technology and manufacturing client.
Location: Abbotsford VIC. Position: 3 days Part‐time.
About The Role
As a CBRE Workplace Experience Coordinator, you'll be responsible for delivering a world‐class customer service experience to employees and guests of a designated building. This job is part of the Workplace Experience function, responsible for providing world‐class customer service to the clients and visitors of a designated building.
What You'll Do
* Directly liaise with local site personnel and external service providers, as necessary.
* Receive and direct incoming calls to appropriate personnel and voicemail.
* Greet and facilitate client, guest, applicant and visitor access requests within the office environment.
* Follow security procedures for recording guests, suppliers and other visitors access into the office environment and arrange escorts as needed.
* Issue visitor/ staff passes and validate parking where applicable in alignment with company policies.
* Ensure all areas of the tenancy are fully operational and clean.
* Assist with scheduling and preparing meeting and conference rooms, set up conference/meeting rooms, arrange projectors and other meeting equipment, ensuring equipment, video or web conferencing is in good operating condition.
* Audit workplace environment from a building management perspective to confirm utilities functionality, with work requests raised where applicable.
* Manage register of trade utilisation within the work environment for security recording purposes.
* Coordinate catering for meetings and events; negotiate pricing and menus; secure approvals for catering expenses and review invoices to arrange billing to the appropriate department or business unit.
* Perform general clerical duties associated with distributing office packages and mail as required; use tracking systems to record inbound and outbound courier, freight and mail.
* Order office supplies and other common use items for the site, such as café supplies, equipment toner, printer paper, freight and shipping supplies in alignment with the GRE AOP.
* Maintain records and logs of service requests and track their status, to ensure a high level of workplace knowledge for client stakeholders.
* Maintain a file of services including transportation sources, accommodations and referral contacts; arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
* Assist with the management of subcontractor purchase orders, invoicing, reporting and work order closures; provide reports on open and closed work orders and check status with the appropriate technician or vendor.
* Create work orders and assign work orders to multiple technicians, subcontractors and vendors.
* End‐to‐end administrative management liaison with vendors, clients and contractors (responses, file creation, support, etc.).
* Assist with the inspections and trade coordination on account facilities where applicable.
What You'll Need
* Excellent client service relationship skills.
* Logical and analytical thought processes and good problem‐solving skills.
* Ability to manage several projects and functions simultaneously, and meet shifting priorities.
* Good organizational skills and ability to work to strict deadlines.
* Demonstrable confidence and maturity in communications, including good written and oral presentation skills.
* Ability to build a professional relationship with the client, CBRE onsite multi‐discipline team and vendors.
* Organizational abilities to meet deadlines and set priorities.
* Strong reasoning ability and capability to make decisions within role scope.
* Ability to comprehend, analyze and interpret documents and data in a quantitative manner.
* Ensure strict compliance with client & company HSEQ policies.
* Team player and engaging.
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