Workplace Experience Coordinator

About the Role:

The Workplace Experience Coordinator is responsible for cultivating a positive, engaging, and high-functioning workplace environment. This role works closely with cross-functional teams-such as Facilities, EA's, IT - to ensure employees and guests enjoy a seamless, inclusive, and productive experience in our office.

The successful candidate will be highly organised with strong communication and administrative skills. We are looking for attentive individual who has a keen eye for detail, experience in managing multiple tasks and ability to provide exceptional customer service.

Key Responsibilities:

• Greet and assist visitors and clients, ensuring they receive a warm, professional welcome.
• Receive and direct incoming calls to appropriate parties.
• Conducts guest registration through badging software.
• Issue visitor passes.
• Respond to customer requests and complaints promptly with accurate and thorough information according to the specific request.
• Complete meeting rooms reservations.
• Provide meeting and event support which includes the resetting of meeting rooms and ensuring supplies are always stocked appropriately.
• Maintain awareness of the workspace. Submit cleaning and maintenance work orders as needed and/or communicate with appropriate partners to address issues. Respond to customers of behalf of other team members e.g. Facilities.
• Assist with meeting set up, furniture reset, and delivering temporary equipment and supplies. Assist with temporary signage.
• Follow security and emergency procedures as defined for the property. Respond to emergency situations in a calm, efficient manner. Summon appropriate assistance and make appropriate notifications in accordance with operating procedures.
• Ensure client and company materials comply with client and company brand guidelines.
• Provide Facility Induction to new hires.
• Cover for the Facility Manager in his/her absence when away on PTO and/or sick leave.
• Performs other duties as assigned by the client and/or CBRE.
• Act as point of contact between executives, clients and internal staff.
• Update weekly distribution list, ensuring accurate and timely communications.
• Use tracking systems to record inbound and outbound courier, freight and mail.
• Complete regular Health & Safety checks and required documents.
• Complete at a satisfactory level all required and assigned training.
• Utilise and maintain integrity of databases, supports data entry of required reports.
• Create Standard Operating Procedures, documents and protocols operation that describe the activities necessary to complete tasks in accordance with company regulations.
• Complete Stock takes and order office supplies such as caf supplies, stationery and office equipment.
• Arrange convenience/hospitality services for guests such as transportation, tickets, reservations.
• Raise Purchase Orders in a timely manner and process / endorse client invoicing.
• Monitor UK&I Smartsheet tracker, following up with progress updates weekly with the team & enter updates in the tracker.
• Engage in team meetings, sharing company updates, changes in policy and/ or procedures, sharing best practice across the portfolio to the CBRE team.
• Engage in monthly finance reviews to ensure budgets are met & implement budget savings through optimisation & utilising approved vendor pool.
• Experience Required:
• Hold academic passes with at least GCSE Maths and English or equivalent.
• Intermediate skills with Microsoft Office Suite, handheld mobile technologies and applications.
• Superior written and verbal communication skills enabling the individual to work with clients, suppliers, and staff at all levels.
• A comprehensive understanding of business and customer-facing environments and have been a part of a high-performing team.
• Results/ task orientated, with attention to detail and accuracy.
• Excellent time management and organisational skills with commitment to continuous improvement.