Facilities Coordinator

at  CBRE

EXPERIENCE REQUIRED:

• 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
• 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
• Requires basic knowledge of financial terms and principles; ability to calculate simple figures such as percentages
• Ability to understand and carry out general instructions in standard situations; ability to solve problems in standard situations; requires basic analytical skills
• Intermediate skills with Microsoft Office Suite products such as Teams, Excel, Word, PowerPoint, Outlook, etc
• Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, 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

ROLE SUMMARY:

• Provides coordination and administrative support for delivery of Workplace Services such as coaching, onboarding, supported employment, communications
• Services include, but are not limited to: Concierge, Reception, Food Services, Document Services, Mailroom Services, Record Archiving, Office Supply Management, Space Resets – moves, adds, changes, and furniture management
• Conference, meeting, and event management including room booking, coordination, planning as needed
• May facilitate client program coordination including but not limited to: Community Programs, Pet Programs, Parking/Commuting Program including the local shuttle and bicycle program. 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 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 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
• Responds to customer requests and complaints regarding Workplace Experience services. Attends move meetings and coordinate all moves with client contacts; assists in the completion of the office Business Continuity plan
• 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
• Performs other duties as assigned