Job Summary:

This position is responsible for the leadership and support for the coordination of activities related to delivery of workplace experience services for clients, where offered, including administrative support for teams managing and directing services. Services may be directly performed by the company, or third-party service providers in collaboration with this position.

Essential Duties and Key Responsibilities:

• Provides leadership, coordination, and administrative support for delivery of Workplace Services. Services include, but are not limited to:

• Community Programs

• Workplace Coaching & Onboarding

• Supported Employment

• Document Services

• Record Archiving

• Office Supply Management

• Moves, Adds, Changes

• Meeting Room Management

• Floorplate ownership

• Furniture Management

• Space Reset

• Audio Visual Trouble Shooting

• Workplace Onboarding

• Assists the Workplace Experience Team with general administrative support including all mail services, event management, desk booking, bike locker management, etc.  Requests building and/or equipment services as needed. 

• Responsible for making a good first impression for both CBRE and the Client organization

• Leading with the 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 leadership including meeting coordination, office and workplace experience equipment care, and supply management.

• Responds to community 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. 

• Manages facilities and office requests, follow up on all request upon completion and escalate recurring issues.

• Manage office and community stock and ensure system is in place to ensure optimum levels

• Ensuring that the reception is always covered incl. lunch breaks, holiday and sick cover 

• Maintain CBRE site logbooks & Keep facilities paperwork up to date

Site Specific:

• Have a comprehensive plan for oversight of all the floors and the surroundings areas to ensure best work experience each day 

• Carry out weekly quality floor checks with the Workplace Manager manager to ensure the daily floor are to the agreed standard.  

• To oversee the 5 star customer journey for the customer 

• To ensure the FoH rota is managed and communicated weekly/monthly covering all shifts. 

• Collaborating with IT and Maintenance and Helpdesk to ensure timely reporting and closing out of tickets and jobs.  

• Prepare a monthly report to show meeting room stats of no shows, utilisation and no show bookers  

• Fostering a team spirit on site via daily TeamBoards meetings to ensure all departments are communicating to each other around key times or events (Meeting room Set up’s for example) 

• To be the lead ambassador for the clients App using the technology to support manging the floors as well encouraging client personnel to use daily as well supporting community articles

• Report health and safety hazards and raise tickets to both facilities and IT related Helpdesk, whilst ensuring the team are participating and submitting.

• Ensure daily preventative maintenance checks on photocopiers and other office equipment are being conducted

• Ensure daily housekeeping checks on meeting rooms are being completed and leave ready as per the Playbook

• Cross Train FoH team on key aspects of floor ambassadors’ duties in for ad hoc cover 

• Train and act as ad hoc cover for the FoH team as part of the one team approach 

• To keep up to date with industry innovations and with the on-site management team to ensure Swindon is seen as a lighthouse.