Job Specification: Workplace Coordinator (Receptionist)

Position Summary:

CBRE Excellerate is a leading global provider of integrated facilities and
corporate real estate management. This position is responsible to support and coordinate activities related to 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.

Key Responsibilities:

Client Contract Management

• Establish clearly defined and measurable service output to meet client business
needs.
• Monitor service delivery to client via customer satisfaction survey, audits, supplier
evaluations, feedback from property standards and client evaluations.
• Maintain standards of service against CBRE Excellerate business process & SLA.

Duties and Responsibilities:

Provides coordination and administrative support for delivery of workplace services; Services include but not limited to:

• Concierge.
• Reception / switchboard.
• Conference and meeting room management.
• A/V support.
• Meeting and event management.
• Community programmes.
• Workplace coaching and onboarding.
• Food services.
• Parking and commute.
• Bicycle and Local shuttle.
• Supported employment.
• Company store.
• Pet programmes.
• Document services.
• Mail services.
• Record archiving.
• Office supply management.
• Moves, adds, changes.
• Furniture management.
• Space reset.
• Workplace onboarding.

 

Assists 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 programme 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 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.

Attend, 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.

 

Education and Experience:

HS Diploma or GED required. A minimum of 1 - 2 years related experience (e.g., Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is preferred.

 

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 supervisor. 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 solutions. Ability to solve problems in standard situations. Requires basic analytical skills.

 

Other Skills and 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.

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.

 

Scope of Work:

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 training.
2. Follow all activity policies and procedures, including all HSE related requirements at all times.
3. 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 required.

 

In addition:

1. Be aware of and understand all safe work practices and procedures and potential hazards associated with the work environment.
2. 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.