Workplace Experience Coordinator

　　Job ID

　　149862

　　Posted

　　12-Jan-2024

　　Service line

　　GWS Segment

　　Role type

　　Full-time

　　Areas of Interest

　　Administrative

　　Location(s)

　　Toronto - Ontario - Canada

　　Hi, we’re Host!

　　We believe your office should allow you to feel comfortable, productive and inspired in your working life. Because when people feel inspired, great things happen.

　　As the heart of the workplace, you will help foster a sense of community by putting the well-being of others at the forefront. As you collaborate with colleagues to create a culture of support, you will have countless opportunities to inspire moments of delight and pursue amazing outcomes each day.

　　With Host, you can join a team that elevates the office experience by delivering world-class services that make coming to work better than it’s ever been.

　　JOB SUMMARY

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

　　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, you are 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: Meeting & Event Management, Community Programs, Room Management, A/V Support, 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, Workplace Onboarding, Concierge, Reception / Switchboard.

　　Greets employees and announces clients and visitors. Conducts guest registration through badging software. Issues 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.

　　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:

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

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

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

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

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