Workplace Experience Coordinator

CBRE, Inc.; City of Westminster; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading global real estate firm in the City of Westminster is looking for an experienced Coordinator for Meetings and Events. The role includes greeting visitors, managing calls, and supporting meeting setups. Ideal candidates should have excellent organisational and communication skills and experience in a customer-facing environment. GCSE Maths and English or equivalent are required. This position offers the opportunity to work in a dynamic team, contributing to exceptional client service and operational support.

Qualifications

• Experience coordinating meetings and events with strong organisational skills.
• Intermediate skills with Microsoft Office and mobile technologies.
• Excellent communication skills for interacting with clients and colleagues.

Responsibilities

• Greet and assist visitors and clients professionally.
• Conduct guest registration and issue visitor passes.
• Maintain awareness of the workspace and report issues.
• Assist with meeting setups and reservations.

Skills

Experience Coordinator/Meetings & Events

Microsoft Office Suite

Communication skills

Organisational skills

Time management

Education

GCSE Maths and English or equivalent

Job description

Responsibilities

• Greet and assist visitors and clients, ensuring they receive a warm, professional welcome.
• Receive and direct incoming calls to appropriate parties.
• Conduct 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 resetting 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.
• 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.
• Perform 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.

Qualifications

• Experience Coordinator/Meetings & Events
• 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 café 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.
• The successful candidate will be highly organised with strong communication and administrative skills.
• 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.

About 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 Aff… Women/Minorities/Persons with Disabilities/US Veterans