Workplace Exp Coordinator

Overview

- 15 hours Part-Time - Thursday & Friday.
- Key Advanced-technology client account
- Fast-paced Facilities Management Team within Corporate Environment
- Based in Brisbane CBD - Land of the Turrbal people

About CBRE

CBRE is the world's leading and largest commercial real estate services and investment firm, servicing over 90% of the world’s Fortune 100 companies. Our Global Workplace Solutions division (GWS) is comprised of the best and brightest industry professionals, at the forefront of innovation, and highly invested in the development and unique needs of our diverse employees and global clients.

About the Role

Working within the client environment, the Workplace Exp Services Coordinator is primarily responsible for workplace administrative support and front of house services on site. Tasks include but are not limited to: reception counter operations, support with facilities management operations (hard and soft services and asset management), oversee and manage hard and soft services vendors, mail services, meeting room management, oversee the delivery of preventative and corrective maintenance, events management support, trades coordination and workplace auditing where applicable. This position will be the primary face of the workplace environment. As working within the facilities management team, the successful applicant will also provide assistance with PPM and reactive works maintenance scheduling, work order processing and vendor invoicing in alignment with SLA and CBRE operational standards.

What You'll Do

- Directly liaise with local site personnel and external service providers, as necessary.
- Receive and direct incoming calls to appropriate personnel and voicemail.
- Greet facilities’ clients, guests, applicants and visitors; manage access requests within the office environment.
- Follow security procedures for recording guests, suppliers and other visitors; arrange escorts as needed.
- Issue visitor/staff passes and validate parking where applicable in alignment with company policies.
- Assist with scheduling and preparing meeting and conference rooms; set up conference/meetings rooms, arrange projectors and other meeting equipment; ensure equipment, video or web conferencing is in good operating condition.
- Audit workplace environment from a building management perspective to confirm utilities functionality, with work requests raised where applicable.
- Manage register of trade utilisation within the work environment for security recording purposes.
- Coordinate catering for meetings and events; may negotiate pricing and menus; secure approvals for catering expenses and review invoices to arrange billing to the appropriate department or business unit.
- Perform general clerical duties associated with distributing office packages and mail; use tracking systems to record inbound and outbound courier, freight and mail.
- Order office supplies and other common-use items for the site, such as café supplies, equipment toner, printer paper, freight and shipping supplies in alignment with the GRE AOP.
- Maintain records and logs of service requests and track their status to ensure a high level of workplace knowledge for client stakeholders.
- Maintain a file of services including transportation sources, accommodations, and referral contacts; may arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
- Assist with management of subcontractor purchase orders, invoicing, reporting and work order closures; provide reports on open and closed work orders and check status with the appropriate technician or vendor.
- Create work orders and assign them to multiple technicians, subcontractors and vendors.
- End-to-end administrative management liaison with vendors, clients and contractors (responses, file creation, support, etc.).
- Assist with 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 being implemented onsite.
- Ad-hoc and other reasonable duties as assigned by management.

What You'll Need

- 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 set 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.

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.

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