PURPOSE

As a vital member of the Facilities Management (FM) team, the Workplace Coordinator is dedicated to delivering an exceptional experience for operations and Integrated Facilities Management (IFM). With energy, passion, and a proactive presence, this role ensures a welcoming, efficient, and positive environment for all stakeholders. By proactively managing daily touchpoints—through walkthroughs, fault detection, and prompt reporting—the Workplace Coordinator helps create moments of joy and courtesy, setting the tone for an outstanding workplace experience.

KEY RESPONSIBILITIES, NOT LIMITED TO:

• Mailroom support for incoming and outgoing mail requirements including courier services.Collection of incoming post from delivery bay or mailroom dependent on urgency.
• Management of storage locations, ensuring that all items are stored in an organised and neat manner, allowing for all authorised people to access at any time.
• Support Client’s Security team in the management of a lost and found service desk.The recording of all lost and found items, making sure they are logged accurately and returned to employees concerned in a timely courteous manner.
• Management of on-loan items for onsite collections.Distribution and collection of onsite loan items for all Client employees, ensuring all management records are correct and up to date.
• Management of gifting on behalf of Client. Facilitation of the distribution via courier/ mailroom services or collection onsite. Ensuring an accurate record of all collections and deliveries is always in place.
• Management of gift relinquishment on behalf of Client ensuring accurate records are maintained.
• Management of receiving, inspecting, warehousing, registration, ledger of peripheral products for domestic and international departments. Accurate records of all incoming and outgoing deliveries to be recorded.
• Distributing stock to all meeting rooms/pantry/kitchen/washrooms/open desk areas in line with requirements set out by Client’s Administration team.
• Adequately order and stock all copy points with office supplies and any other reasonable requirements as outlined by Client’s Administration team.
• Support Client’s Administration team in any day-to-day activities and projects required.
• Operate as main point of contact for general in-office enquiries.
• Support Client employees via the “Admin on Call” and “Ticketing System”.
• Support Client’s Administration team in the following:
• Delivery of traveler experience in-office.
• Event, team building and/or conference support where required.
• Managing social groups and announcements.
• Preparation of formal communications by approved channels.
• On-boarding and off-boarding Client employees. This may include the delivery of hardware, gifts and new starter packs.
• Management of the parking system
• Management of the locker system
• Procurement & Financial Tracking: Raise purchase requisitions (PRs) and input data into finance trackers for budget management.
• Floor & Observation Rounds: Conduct daily floor walks, report observations, and implement solutions, aiming for at least one logged observation per person monthly.
• Reporting & Documentation: Prepare and submit the monthly site reports to the Contract Manager by the third working day of each month. Complete the daily walkaround and observation forms on a daily basis.
• Vendor Relations: Manage relationships with vendors, ensuring service quality and compliance.
• Submitting purchase orders to vendors via the finance system for FM services and Adhoc
• Ensure that all meeting rooms are ready to go each day as per the booking requirements.
• Have total ownership of floors and the surroundings areas to ensure the best work experience
• Collaborating with IT, Admin, cleaning and other key departments to ensure the workplace is always looking its best
• To drive positive feedback and aim to continually increase performance and customer satisfaction levels
• To complete all E Learning modules on time and with no manager escalation
• To be a champion and advocate for CBRE four key values, which serve as the foundation
• To attend meetings where needed
• Become the Face of CBRE at TikTok, driving agility and the highest levels of customer service
• Support and complete any reasonable management request
  Provide coverage for client/CBRE employees in the event of absence