Workplace Experience Coordinator

Excellerate; United Arab Emirates; On-site; AED 30,000 - 60,000; Full time

Job summary

An innovative firm is seeking a Workplace Experience Coordinator to enhance the workplace environment for a technology client in Dubai. This role is pivotal in delivering exceptional workplace services, coordinating training programs, and ensuring a seamless experience for employees. You will engage with various stakeholders, manage administrative tasks, and contribute to a culture of hospitality and service excellence. If you are passionate about creating a positive workplace experience and possess strong communication and organizational skills, this opportunity is perfect for you.

Qualifications

• Intermediate skills with Microsoft Office Suite products.
• Ability to comprehend and interpret instructions and correspondence.

Responsibilities

• Support and coordinate activities related to workplace experience services.
• Manage training programs and administrative support for the team.

Skills

Communication Skills

Microsoft Office Suite

Customer Service

Basic Financial Knowledge

Analytical Skills

Tools

SharePoint

Office Management Software

Job description

Job Purpose:

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a 1.0 FTE Workplace Experience Coordinator for one of our clients in the technology sector to join the team located MEA and to be in the client office in Dubai, UAE.

This position is responsible to support and coordinate activities related to delivery of workplace experience services and initiatives for the client as a part of the Account Development Plan. This will include the creation and roll out of training programs, managing/supporting learning and development requirements to improve and enhance workplace experience and additional administrative support. Services may be directly performed by the company, or third-party service providers in collaboration with this position.

Key Tasks:

Provides training, coordination, and administrative support for delivery of Workplace Experience Services.

Services include but not limited to:

• Concierge
• Reception / switchboard
• Conference and meeting room management
• A/V support
• Meeting and event management
• Community programmes
• Workplace coaching and onboarding
• Food services
• Parking and commute
• Bicycle and Local shuttle
• Supported employment
• Company store
• Pet programmes
• Document services
• Mail services
• Record archiving
• Office supply management
• Moves, adds, changes
• Furniture management
• Space reset
• Workplace onboarding
• 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 programme 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.
• Attend, move meetings and coordinate all moves with client contacts.
• Responds to customer requests and complaints regarding Workplace Experience services.
• 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.
• Assists in the completion of the office Business Continuity plan.
• Performs other duties as assigned.
• Conduct site assessment in the offices identified
• Create site specific hospitality action plans for offices across the portfolio based on the assessments
• Weekly communication with the teams across the region to get their full support and commitment to the hospitality action plans
• Monthly review of the hospitality action plan tracker with the Workplace Experience Manager
• Design bespoke Customer Service Excellence Training Program for ALL CBRE staff in all countries in collaboration with the CBRE L&D team
• Develop Lobby Services KPI/SLA matrix and Lobby and Concierge Playbook
• Support the recruitment of the front of house teams
• Facilitate the implementation of Front of house program and contribute to the enhancement of the program by providing direct feedback and user experience
• Support the development of IFM team capabilities to become hospitality ambassadors to boost user experience
• Support the Workplace Experience Manager and CU Leaders with end-user communication activities
• Workplace Coaching & Onboarding
• Championing Workplace Experience Technology and Tools
• Preparing communications campaigns and newsletters
  
  Communication Skills

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 demeanour. Ability to assess circumstances, empathize and offer help.

Financial Knowledge

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

Reasoning Ability

Ability to understand and carry out general instructions in standard solutions. Ability to solve problems in standard situations. Requires basic analytical skills.

Other Skills and Abilities:

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.

Best candidates will have a genuine interest in in anticipating and serving the needs of others.

A warm demeanour and desire to collaborate with others is key.

Physical ability to assist with warehouse operations. Able to lift 50 lbs.

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.

Errors in judgment may cause short-term impact to co-workers and supervisor.

Scope of Work:

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.

Errors in judgment may cause short-term impact to co-workers and supervisor.