Workplace Experience Coordinator

Job ID

163344

Posted

17-Apr-2024

Service line

GWS Segment

Role type

Full-time

Areas of Interest

Administrative, Building Management, Facilities Management

Location(s)

Oakland - California - United States of America

JOB SUMMARY

The Experience Coordinator role is at the forefront of delivering a positive office experience as a cultural ambassador, community advocate and service leader.

Host uses people-led, technology-enabled services to connect employees to their environment via their mobile devices, as well as through high-touch services and world-class customer service support delivered by employees like the Experience Coordinator/Technician.

In this role, you would provide experience services and support to increase individual well-being, personal productivity, and organizational effectiveness.

As part of a “front-of-house” team, the Experience Coordinator/Technician is responsible for creating a supportive and comfortable atmosphere by welcoming visitors and supporting all employee-facing services.

DUTIES & RESPONSIBILITIES

Provides coordination and support for delivery of Workplace Services.

Services include, but are not limited to: Concierge, Reception / Switchboard, Room Management, A/V Support, Meeting & Event Management, Community Programs, Meeting Supply Equipment, Food Services, Parking & Commute, Bicycle & Local Shuttle, Supported Employment, Company Store, Pet Programs, Document Services, Mail Services, Record Archiving, Office Supply Management, Moves, Adds, Changes, Furniture and Cable Management, Space Reset, Entrance Screening Protocol and Workplace Onboarding.

Greets employees and announces clients and visitors. Conducts guest registration through badging software. Issues visitor passes and validate parking. Receives and directs incoming calls to appropriate parties.

Maintains awareness of the workspace. Submits janitorial and maintenance work orders as needed and/or communicate with appropriate partners to address issues. Responds to customers of behalf of other team members (e.g. Facilities or Janitorial Team).

Responds to customer requests and complaints promptly with accurate and thorough information according to the specific request. Assists with light duty adjustments such adjusting monitor arms, tightening screws on chairs, and crawling under desks to adjust cables. Assists with meeting set up, furniture reset, and delivering temporary equipment and supplies. May assist with temporary signage.

Curates and administers of the Host platform and client materials customized to meet to the full Host experience. Ensures client and company materials comply with client and company brand guidelines.

Utilizes and maintains integrity of databases, supports data entry of required reports and other digital tools associated with service delivery, as requested.

Follows security and emergency procedures as defined for the property. Responds to emergency situations in a calm, efficient manner. Summons appropriate assistance and makes appropriate notifications in accordance with operating procedures.

Provides support for Experience Services team as directed, including expense management, meeting coordination, equipment care, and supply management. Ensures all billings for business services are invoiced and billed as required.

Maintains records of vendor proof of insurance and contractual documentation in place, per requirements.

Collaborates with vendors employees who provide services and goods.

Delivers orientations, such as tours of facility, how to submit a work order, where supplies are kept and ordering procedure, amenities, and software ordering. Provides overview of Host Experience service.

Assists in the completion of the Service Business Continuity plan.

May support coordination of moves, adds, and changes (MAC).

Performs other duties as assigned.

QUALIFICATIONS

HS Diploma or GED required.

A minimum of 1 year of front desk, concierge, customer service or other hospitality experience 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.

Utilize a high level of attention to detail as well as strong interpersonal skills.

Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.

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 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.

Ability to work flexible work schedules based on office needs.

Strong problem-solving skills. Highly adaptable and flexible. Ability to work independently with little supervision.

Ability to work requiring significant walking or through other means of mobility. Ability to work in a standing position for long periods of time. Ability to reach, bend, stoop, push and/or pull and frequently lift up to 20 lbs. and occasionally lift/move up to 40 lbs.

SCOPE OF RESPONSIBILITY

Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

SAFETY

Responsible for personal safety and the safety of those who are affected by your work. This includes but is not limited to:

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.

Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future

CBRE carefully considers multiple factors to determine compensation, including a candidate’s education, training, and experience. The minimum salary for the Workplace Experience Coordinator position is $40,000 annually and the maximum salary for the Workplace Experience Coordinator position is $57,000 annually. The compensation that is offered to a successful candidate will depend on the candidate’s skills, qualifications, and experience.

Equal Employment Opportunity: CBRE is an equal opportunity employer that values diversity. We have a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

Candidate Accommodations: CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company’s success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at recruitingaccomodations@cbre.com or via telephone at +1 866 225 3099 (U.S.) and +1 866 388 4346 (Canada).

NOTE: Some, but not all, of our positions may have an additional requirement to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing. If you have questions about the requirement(s) for this position, please inform your Recruiter.

CBRE GWS

CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.

Find out more (https://www.cbre.com/real-estate-services/directory/global-workplace-solutions)

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)