Acting as the heart of the office, our Workplace Coordinator’s anticipate customer needs and provide a workplace experience designed to make life easier and enhance our customers wellbeing. Workplace Coordinator’s deliver people-focused, anticipatory services to provide cohesive and connected workplace experience for building occupants and visitors. Workplace Coordinator’s will enhance the moments that matter throughout a colleague’s working day.

Our Workplace Coordinators are the first point of contact when people enter the building, providing a warm welcome to colleagues and building visitors alike and being knowledgeable about the local area. They are at the forefront of delivering a positive workspace experience acting as a liaison between the occupants and the wider workplace team for all building and housekeeping services to keep our client workspaces running smoothly. It is supporting colleagues in using meeting room technology, delivering engagement activities and games for wellbeing, ensuring a good stock of consumables, and ensuring the building is at its best. From greeting guests to assisting with bookings, catering, AV, and other event activity.

We ensure an exceptional workplace experience journey for our colleagues and clients alike. It is about detail, best practice, knowing what good looks like and then raising the bar.

Key responsibilities are as follows:

Workplace Operations

• Complete daily building walks to ensure all floors are tidy and reset, proactively managing any issues.

• Report and record any faults with furniture, fixtures & equipment to the Facilities Helpdesk and follow up when necessary.

• Assist and co-ordinate with the Operations and Engineering teams to ensure all tasks are completed within SLA and to a quality standard.

• Provide administrative support as directed, including meeting coordination, office and workplace experience equipment care and supply management.

• Responding swiftly and positively to customer queries, including the provision of wayfinding.

• Handle and administer general enquiries and respond 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.

• To plan and prioritise own work according to the needs of the site as determined by your Line Manager.

• Employee engagement - activity planning and delivery.

• Ensure all building communications are up to date and in line with company expectations and have relevant, in date information always displayed.

• Engage with other service partners, such as housekeeping and security to ensure prompt and effective request solutions and close out.

• Always promote and maintain the core values of CBRE.

• Co-ordinate property incoming / outgoing porterage, planning and administrative support as required.

• Build relationships with clients and colleagues.

• Ensure there is a pleasant and positive working environment for client and our colleagues through your availability and accessibility within the building.

• • To communicate effectively and appropriately - using verbal and written channels in both an initiative-taking and professional manner

• Utilise skills and knowledge to join/become a subject matter expert and/or champion to support with continuous improvement and innovation.

• Take ownership of the various storerooms and ensure they are kept clear and tidy.

• Manages the effective implementation of Health, Safety, Security & Environmental policies and procedures to minimise the risk exposure to the Client.

• Ensure all contractors, under sphere of control, operate within appropriate SHE processes and client WHS standards.

• Oversight of contractors to ensure compliance with SSOW. Liaise with engineering management for critical works and high risk works to ensure correct PTW process is in place.

• Conduct monthly self-assessment SLA checks in support of quarterly contract performance requirements.

• WHS inspections to complete and record in line with Service Insight scheduling.

• Support with contractor sign in processes, ensuring security procedures are adhered too.

• Support the team, ensuring the site always remains compliant with current Health & Safety legislation.

• Any fire warden duties as required including delivering safety briefings as required.

Welcome

• Deliver a world-class Front of House service to welcome clients, visitors, colleagues and business partners.
• Function as the ‘face’ for the building and provide initiative-taking innovative solutions and resolution of Macquarie colleague issues and provide proactively visible assistance when required including registration, general enquiries, Av support, conference & meeting rooms management.
• Check in guests using visitor management systems and issue relevant access passes.

Meetings & Events

• Support same day reservations, cancellations and/or booking amendments as per the client requests.
• Prepare refreshments for the meeting rooms.
• Attend, move meetings and coordinate all moves with client contacts.
• Management support of event spaces, delivering and managing events of all sizes while developing product and service standards to ensure outstanding guest experiences.

Metrics

• Manages accuracy, production, quality, and retention of program materials, which may include administration of Share Point sites or similar. Ensures client and company materials comply with client and company brand guidelines.
• Uses and maintains integrity of databases and other digital tools associated with service delivery, including monitoring and reporting on building occupancy and utilization, as required.

Person Specification:

• Previous experience in a customer facing role is essential.
• Excellent communication and customer service skills with elevated diligence.
• Ability to seek out opportunities for continuous improvement and portray vision, values, and passion.
• Exceptional written and verbal communication skills
• Ability to successfully multitask and able to adjust tasks in accordance with changing deadlines and priorities in a high-pressured environment.
• Strong organisational, independent and initiative-taking, enthusiastic, dependable, flexible in scheduling and prioritisation.
• Understands and appreciates the importance of always using discretion.
• Does not let issues go; follows up on issues through to resolution.
• Excellent personal presentation
• Complaint handling - able to resolve problems as they arise in an appropriate manner.

Qualifications & Experience

• Proven Facilities management experience with emphasis on integrated real estate services
• Effective communication, negotiation, and analytical skills
• Excellent people skills
• Excellent MS Office Suite skills
• Demonstrable Health & Safety knowledge and/or experience
• Proven record of providing excellent internal and external customer service
• Ability to comprehend, analyse and interpret complex business documents.
• Ability to respond effectively to sensitive issues.
• Ability to draft reports, manuals, speeches and articles using distinctive style.
• Proficient level of spoken English

Our mission:To build a world-class business through exceptional service and except