Workplace Experience Coordinator

GWS Local is a tailored facility management solution at a local level with access to the Global CBRE GWS platform. We manage soft services through trusted best-in-class partners and the self-delivery of hard services. Utilizing an AGILE delivery model with structure, governance, and accountability through employee empowerment. Partnership with Local also provides access to our "Best in Class" additional services: Sustainability and Energy Programs, Project Management, Moves & Changes, Security Consulting, Workplace Strategy, and Host Workplace Experience.
JOB SUMMARY
This position is responsible for supporting and coordinating activities related to the delivery of workplace experience services for clients, where offered, including administrative support for teams managing and directing services. Services may be directly performed by the company or third-party service providers in collaboration with this position.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Provides coordination and administrative support for the delivery of Workplace Services. Services include, but are not limited to:ConciergeReception / SwitchboardConference & Meeting Room ManagementA/V SupportMeeting & Event ManagementCommunity ProgramsWorkplace Coaching & OnboardingFood ServicesParking & CommuteBicycle & Local ShuttleSupported EmploymentCompany StorePet ProgramsDocument ServicesMail ServicesRecord ArchivingOffice Supply ManagementMoves, Adds, ChangesFurniture ManagementSpace ResetWorkplace OnboardingAssists the Workplace Experience leadership team with general administrative support including invoice processing, travel arrangements, expense reporting, etc. Requests building and/or equipment services as needed.Provides administrative support for Workplace Experience team as directed, including expense management, meeting coordination, office and workplace experience equipment care, and supply management.Manages accuracy, production, quality and retention of program materials; which may include administration of SharePoint sites or similar. Ensures client and company materials comply with client and company brand guidelines.Utilizes and maintains the integrity of databases and other digital tools associated with service delivery, as requested.Ensures all billings for business services are invoiced and billed as required.Attends move meetings and coordinate all moves with client contacts.Responds to customer requests and complaints regarding Workplace Experience services.Maintains relationships with vendors that provide services and goods to the office. Ensures all vendors used have current proof of insurance and contractual documentation in place, per requirements.Administers Workplace Experience team member and third-party service provider on-boarding process, including new employee orientation, training, equipment and software ordering.Assists in the completion of the office Business Continuity plan.Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and EXPERIENCE
HS Diploma or GED required. A minimum of 1 - 2 years of related experience (e.g., Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is preferred.
CERTIFICATES and/or LICENSES
None
COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence.Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisors. Ability to effectively present information to an internal department and/or large groups of employees.Comfortable meeting and engaging with new people.Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
FINANCIAL KNOWLEDGE
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
REASONING ABILITY
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and/or ABILITIES
Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.Best candidates will have a genuine interest in in anticipating and serving the needs of others. A warm demeanor and desire to collaborate with others is key.Physical ability to assist with warehouse operations. Able to lift 50 lbs.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
SAFETY
1. Complete at a satisfactory level all required and assigned HSE training2. Follow all activity policies and procedures, including all HSE related requirements at all times3. Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.4. Report any condition which you feel could result in an accident or injury and / or stop work if requiredIn addition:1. Be aware of and understand all safe work practices and procedures and potential hazards associated with the work environment2. Maintain and wear at all times required appropriate personal protective equipment (PPE)3. Apply appropriate material handling techniques at all times,4. Only operate warehouse equipment and machinery (e.g. pallet jacks, manlifts, etc.) if properly trained, qualified and authorized to do so CBRE GWS