Workplace Experience & Facilities Lead

CBRE; City of Brisbane; On-site; AUD 60,000 - 80,000; Full time

Job summary

CBRE in Brisbane CBD is seeking a Workplace Exp Services Coordinator to provide workplace administrative support and front-of-house services on site. You will handle reception, scheduling, meeting room support, vendor coordination and compliance with SLAs.

The role involves liaising with site personnel, coordinating trades, vendor invoicing, and maintaining service records to ensure smooth day-to-day facilities operations in a corporate environment.

Qualifications

• Excellent client service relationship skills.
• Logical and analytical thought processes and good problem solving skills.
• Ability to manage several projects and functions simultaneously, including the ability to meet shifting priorities and report multiple or joint interests.
• Good organizational skills and ability to work to strict deadlines.
• Demonstrable confidence and maturity in communications including good written and oral presentation skills.
• Ability to build a professional relationship with the client, CBRE onsite multi-discipline team and vendors.
• Organisational abilities to meet deadlines and setting priorities.
• Ability to communicate at all levels and build effective and professional relationships with the client, CBRE management, work colleagues and vendors.
• Strong reasoning ability and capability to make decisions within role scope.
• Ability to comprehend, analyse and interpret documents and data in a quantitative manner.
• Ensure strict compliance with client & company HSEQ policies
• Team player and engaging.

Responsibilities

• Directly liaise with local site personnel and external service providers.
• Receives and directs incoming calls to appropriate personnel and voicemail.
• Greets and facilities' clients, guests, applicants and visitors access requests within the office environment.
• Follows security procedures for recording guests, suppliers and other visitors access into the office environment and arranges escorts as needed.
• Issues visitor/staff passes and validates parking where applicable in alignment with company policies.
• Assists with scheduling and preparing meeting and conference rooms, setup of conference/meetings rooms, arranges projectors and other meeting equipment, ensuring equipment, video or web conferencing is in good operating condition.
• Audits workplace environment from a building management perspective to confirm utilities functionality, with work requests raised were applicable.
• Manages register of trade utilisation within the work environment for security recording purposes.
• Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
• Performs general clerical duties associated with distributing office packages and mail as required.
• Orders office supplies and other common use items for your site, such as café supplies, equipment toner, printer paper, freight and shipping supplies in alignment with the GRE AOP.
• Maintains records and logs of service requests and tracks their status, to ensure a high level of workplace knowledge for client stakeholders.
• Maintains a file of services including transportation sources, accommodations, and referral contacts.
• Assists with the management of subcontractor purchase orders, invoicing, reporting and work order closures.
• Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors.
• End to end administrative management liaison with vendors, clients and contractors.
• Assists with the inspections and trade coordination on account facilities where applicable.
• Work with other Receptionists/Facilities Admin and Facilities Management stakeholders at a national level to ensure alignment with service delivery models.
• Ad-hoc and other reasonable duties as assigned by management.

Skills

Client service

Organisational skills

Communication

Multitasking

Problem solving

Team player

Attention to detail

Job description

CBRE in Brisbane CBD is seeking a Workplace Exp Services Coordinator to provide workplace administrative support and front-of-house services on site. You will handle reception, scheduling, meeting room support, vendor coordination and compliance with SLAs.

The role involves liaising with site personnel, coordinating trades, vendor invoicing, and maintaining service records to ensure smooth day-to-day facilities operations in a corporate environment.