JOB SUMMARY

The Workplace Experience & Events Coordinator is at the forefront of delivering unparalleled experiences. This position is divided into four core roles. Front of House, Office Ambassador, Conference Centre & Events Coordinator.
1. Front of House
You will be the first point of engagement with colleagues and visitors alike, creating a warm, supportive atmosphere that enhances the workplace experience. You will be responsible for checking in & out guests, visitors, clients, and contractors. To take full ownership and accountability of the reception and all associated areas, making sure that they are always kept in the best possible order, liaising with cleaners, facilities, engineers, and other departments as deemed necessary.
2. Office Ambassador
You will be responsible for maintaining the visual aesthetics of the work area, collaboration spaces, flex offices and meeting rooms. You will be required to find ways to enhance and improve the office areas, and to be more sustainable and eco-friendlier. You will also be responsible for managing lockers & cabinets, stationery cupboards, raising workorders & reporting hazards. Providing tours to first time visitors and new staff members.
3. Conference Centre
You will manage a total of 10 meeting rooms with 1 large event space. You will be responsible for managing all room bookings and preparing for the week ahead. You will ensure all conference rooms and event spaces are up to standard and in good condition. You will be the point of contact for Catering and Tech team to ensure the smooth running of all meetings and events.
4. Events Coordinator
You will be responsible for creating and executing events that create engagement. This part of the role involves meticulous planning, coordination with multiple stakeholders, and the ability to manage logistics to ensure events run smoothly and achieve their intended goals. You will be responsible for ensuring each event reflects the client’s brand and values, designed to enhance customer relationships and drive business objectives. You will oversee the end-to-end process of your event. From initial concept to post-event analysis. This includes developing detailed project plans and creating event agendas. sourcing & liaising with internal and external Vendors and promoting events through various channels to maximize attendance. Liaising with facilities department to ensure H&S criteria are met and completing Risk Assessments. You will be the go-to person for setup, troubleshooting, and breakdown, ensuring everything aligns with the company’s standards. Also track registration numbers, gather feedback through surveys, and report on the event’s success to inform future strategies. This role requires a blend of creativity, organisational skills, and the ability to work under pressure.

PERSON SPECIFICATION

• We are looking for a motivated individual with demonstrable experience in meeting and event planning, from concept through to execution.
• Highly organised with outstanding attention to detail.
• Tenacious, collaborative spirit with a strong customer focus.
• Strong communication skills and the ability to think on your feet.
• Excellent interpersonal skills with ability to influence at all levels, internally and externally.
• Experience of sourcing external venues and suppliers for events.
• Experience of event communications.
• Budgeting, planning, organisational and project management skills to prioritise and manage workload to tight deadlines, with minimum supervision.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Displays a warm, friendly, professional greeting to all colleagues and visitors.
• Proactively engages and introduces themselves throughout the workplace.
• Collaborate and work closely with other teams, DE&I Groups, and vendors to deliver an unparalleled experience to colleagues.
• Maintains all location and service information, including notable colleagues, neighbourhood guides and colleague communications.
• Responsible for ensuring meeting rooms, pantries, and collaborative spaces are always up to standard, including proper setup, functionality of equipment, and stocked supply inventory.
• Responds to all colleague requests and complaints promptly in a friendly and professional manner. Maintains accurate records of service requests and status.
• Provides coordination and support for delivery of Colleague Workplace Services.
• Services include, but are not limited to: Concierge, Meeting Room Management, A/V Triage, Meeting & Event Support, Supply and Equipment Management, Workplace Onboarding, and Community Engagement Support.
• Responsible for always maintaining awareness of the colleague workspace.
• When applicable, submit maintenance requests and/or communicate with appropriate partners to address issues accordingly.
• Utilises and maintains integrity of databases and other digital tools associated with service delivery, as requested.
• Assist and support other departments, contractors, and colleagues with ad-hoc tasks within your job remit.
• To work within the CBRE company guidelines to provide the client’s internal and external customers with supportive, efficient, and a professional service.