Workplace Experience Coordinator

CBRE; Menlo Park (CA); On-site; USD 60,000 - 62,000; Full time

Job summary

CBRE in Menlo Park, CA is seeking an Experience Coordinator to welcome visitors, support Workplace Services, and serve as a cultural ambassador delivering world-class customer service. As part of a front-of-house team, you’ll manage guest registration with badging software, assist with meeting setup, care for equipment, and coordinate the Host experience to reflect brand standards.

This role requires HS diploma and at least 1 year in front desk or hospitality; you’ll collaborate with vendors and

Qualifications

• 1 year of front desk or hospitality experience preferred.
• Ability to interpret instructions and communicate clearly.
• Comfortable engaging with new people.
• Proficient with Microsoft Office.

Responsibilities

• Greet employees and visitors and manage guest registration.
• Support reception, room management, A/V, and events.
• Coordinate facilities and maintenance requests.
• Maintain Host platform and brand compliance.
• Assist with onboarding, tours, and vendor coordination.
• Support safety procedures and incident response.

Skills

Front desk

Customer service

Hospitality mindset

Microsoft Office

Education

HS Diploma or GED

Tools

Badging software

Job description

JOB SUMMARY

The Experience Coordinator role is at the forefront of delivering a positive office experience as a cultural ambassador, community advocate and service leader.

Host uses people-led, technology-enabled services to connect employees to their environment via their mobile devices, as well as through high-touch services and world-class customer service support delivered by employees like the Experience Coordinator/Technician.

In this role, you would provide experience services and support to increase individual well-being, personal productivity, and organizational effectiveness.

As part of a “front-of-house” team, the Experience Coordinator/Technician is responsible for creating a supportive and comfortable atmosphere by welcoming visitors and supporting all employee-facing services.

DUTIES & RESPONSIBILITIES

• Provides coordination and support for delivery of Workplace Services.

• Services include, but are not limited to: Concierge, Reception / Switchboard, Room Management, A/V Support, Meeting & Event Management, Community Programs, Meeting Supply Equipment, Food Services, Parking & Commute, Bicycle & Local Shuttle, Supported Employment, Company Store, Pet Programs, Document Services, Mail Services, Record Archiving, Office Supply Management, Moves, Adds, Changes, Furniture and Cable Management, Space Reset, Entrance Screening Protocol and Workplace Onboarding.

• Greets employees and announces clients and visitors. Conducts guest registration through badging software. Issue visitor passes and validate parking. Receives and directs incoming calls to appropriate parties.

• Maintains awareness of the workspace. Submits janitorial and maintenance work orders as needed and/or communicate with appropriate partners to address issues. Responds to customers of behalf of other team members (e.g. Facilities or Janitorial Team).

• Responds to customer requests and complaints promptly with accurate and thorough information according to the specific request. Assists with light duty adjustments such adjusting monitor arms, tightening screws on chairs, and crawling under desks to adjust cables. Assists with meeting set up, furniture reset, and delivering temporary equipment and supplies. May assist with temporary signage.

• Curates and administers of the Host platform and client materials customized to meet to the full Host experience. Ensures client and company materials comply with client and company brand guidelines.

• Utilizes and maintains integrity of databases, supports data entry of required reports and other digital tools associated with service delivery, as requested.

• Follows security and emergency procedures as defined for the property. Responds to emergency situations in a calm, efficient manner. Summons appropriate assistance and makes appropriate notifications in accordance with operating procedures.

• Provides support for Experience Services team as directed, including expense management, meeting coordination, equipment care, and supply management. Ensures all billings for business services are invoiced and billed as required.

• Maintains records of vendor proof of insurance and contractual documentation in place, per requirements.

• Collaborates with vendors employees who provide services and goods.

• Delivers orientations, such as tours of facility, how to submit a workorder, where supplies are kept and ordering procedure, amenities, and software ordering. Provides overview of Host Experience service.

• Assists in the completion of the Service Business Continuity plan.

• May support coordination of moves, adds, and changes (MAC).

• Performs other duties as assigned.

QUALIFICATIONS

• HS Diploma or GED required.

• A minimum of 1 year of front desk, concierge, customer service or other hospitality experience is preferred.

• 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 demeanor. Ability to assess circumstances, empathize and offer help.

• Utilize a high level of attention to detail as well as strong interpersonal skills.

• Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.

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

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

• 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.

• Ability to work flexible work schedules based on office needs.

• Strong problem-solving skills. Highly adaptable and flexible. Ability to work independently with little supervision.

• Ability to work requiring significant walking or through other means of mobility. Ability to work in a standing position for long periods of time. Ability to reach, bend, stoop, push and/or pull and frequently lift up to 20 lbs. and occasionally lift/move up to 40 lbs.

• Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.

SCOPE OF RESPONSIBILITY

Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

SAFETY

Responsible for personal safety and the safety of those who are affected by your work. This includes but is not limited to:

1. Complete at a satisfactory level all required and assigned HSE training.

2. Follow all activity policies and procedures, including all HSE related requirements at all times.

3. Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing, and assessment, etc.

4. Report any condition which you feel could result in an accident or injury and / or stop work if required.

Why CBRE?

When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact. Our collaborative culture is built on our shared values — respect, integrity, service and excellence — and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential. We welcome all applicants.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.

CBRE carefully considers multiple factors to determine compensation, including a candidate’s education, training, and experience. The minimum salary for the Workplace Experience Coordinator position is $60,000 annually [or $28.85 per hour] and the maximum salary for the Workplace Experience Coordinator position is $62,400 annually [or $30.00 per hour]. The compensation that is offered to a successful candidate will depend on the candidate’s skills, qualifications, and experience.

Equal Employment Opportunity: CBRE is an equal opportunity employer that values diversity. We have a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

Candidate Accommodations: CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company’s success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at [e-mail] or via telephone at [phone] (U.S.) and [phone] (Canada).

CBRE, Inc. is an Equal Opportunity and Affinitative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)