Workplace Experience Coordinator

CBRE, Inc.; Greater London; On-site; GBP 28,000 - 35,000; Full time

Job summary

A leading real estate services firm in Greater London is seeking an experienced administrative professional. This role is essential in managing reception and administrative duties, ensuring a positive first impression for employees and visitors alike. Key tasks include scheduling meetings, managing visitor registrations, and overall support to the Workplace Experience Team. Candidates should possess strong customer service skills and a background in administrative functions.

Qualifications

• Experience in facilities management or dealing with suppliers/contractors beneficial.
• Good knowledge of financial terms and principles required.
• Ability to write routine reports and correspondence.

Responsibilities

• Greets employees and visitors, conducting guest registration.
• Schedules and prepares meeting and conference rooms.
• Maintains neat appearance in common areas and handles housekeeping requests.

Skills

Customer service skills

Problem-solving abilities

Interpersonal skills

Job description

This position is responsible for performing various administrative tasks, including answering telephones and giving information to employees and guests; often the first point of engagement with employees and visitors. Responsible for making a good first impression for the organization, which can affect the organization's success. Responsible for all administrative/reception needs including but not limited to managing calls and calendar scheduling. Role Summary:

Responsibilities

• Greets employees and announces clients, applicants, and visitors. Conducts guest registration through badging software. Arranges escorts as needed. Issues visitor passes and validates parking
• Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. Arranges video and/or web conferencing as needed.
• Provides personal services to employees and guests such as arrangement of local transportation, office wayfinding, lobby appearance management, visitor volume tracking & reporting, visitor refreshments, storytelling & building tours, meal orders, guest & administrative support (preparation of meeting materials), and other services as needed.
• Coordinates catering for meeting and events.
• Maintains neat appearance reception area, conference rooms caf and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.
• Assists the Workplace Experience Team and CBRE community with general administrative support including all mail services, event management, desk booking, bike locker management, etc. Requests building and/or equipment services as needed.
• Assists with the CBRE community on-boarding process, including new employee orientation, training, equipment and software ordering - workflow assistance and welcoming procedures and first day orientation management.
• Provides administrative support including meeting coordination, office and workplace experience equipment care, and supply management.
• Responds to community requests and complaints regarding Workplace Experience services.
• Ensure safety standards are met by those delivery workplace experience services; whether CBRE employees or third-party service providers.
• Manages facilities and office requests, follow up on all request upon completion and escalate recurring issues.
• Manage reception stock and ensure system is in place to ensure optimum levels
• Any other task suitable and agreeable within scope

Person Specifications

• Experience in facilities management and/or dealing with suppliers/contractors beneficial
• Requires good knowledge of financial terms and principles.
• Strategic and interpersonal Skills
• Ability to solve problems and deal with a variety of options in complex situations.
• Customer service 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.