Workplace Experience Coordinator
Company: CBRE
Location: Chicago
Posted on: November 1, 2024
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Job Description:
Workplace Experience Coordinator
Job ID
184469
Posted
16-Sep-2024
Service line
Advisory Segment
Role type
Full-time
Areas of Interest
Customer Service, Property Management
Location(s)
Chicago - Illinois - United States of America
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 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 and Marketing, Community Programs, Meeting Supply
Equipment, Food Services, Parking & Commute, Bicycle, Supported
Employment, Company Store, , Document Services, Mail Services,
Record Archiving, Office Supply Management, Moves, Adds, Changes,
Furniture and Cable Management, Space Reset, Entrance Screening
Protocol, Workplace Onboarding, Sustainability Initiatives and
Recycling.
Tenant Relations
Manage tenant relation program, including organization of all
tenant events inclusive of Meet the Artist Events, holiday events,
including contracting catering, linens and floral for all events.
Manage marketing and communication of all events. Creates and
publishes a monthly tenant newsletter, pushes all communications
and marketing through Host Core App. Manages building social media
accounts. Assists with Fooda Marketing.
Schedule recurring electronic waste recycling events, paper
shredding events, tenant furniture removals as needed by
tenants.
Assist Management Team with the rotating artist exhibit in the
lobby. Review artist work and present their work to SREM for
potential exhibits. Coordinate Meet the Artist events, as-budgeted,
Work with off-site graphic designer to create art pieces such as
the exhibitor handout and poster. Maintain Art section of building
website.
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).
Supports leasing tours, including ordering of prospect signage,
snacks and beverages for tour, in addition to other requests by
leasing and management team as needed.
Greets employees and announces clients and visitors. Issues visitor
passes and validate parking.
Receives and directs incoming calls to appropriate parties.
Office Management
Maintain orderly and organized appearance of all common areas of
the management office. Manage inventory of necessary office
supplies (toner, paper, etc.), packaging materials, coffee and
break room supplies. Order supplies for amenity spaces, fitness
center and management office. Maintain building stationary and
personnel business cards
Assists tenant employees with new key card requests.
Send all letters, mailings and messenger services. Mail is
delivered daily. Open and sort accordingly
Prepare and distribute tenant memos and communications after
REM/SREM approves (Holiday closures, maintenance projects, Fitness
Center announcements, art parties, etc.). Maintains and delivers
nightly Memorandums to the Building Staff. Maintains and delivers
Memorandums to the Janitorial Staff as needed.
Maintain Front Desk Binder updates for new and updated procedures,
as-needed. Maintain professional and friendly relationships with
tenants and vendors; follow up and follow through timely on any
tenant or vendor requests; provide exceptional customer service
Utilizes and maintains integrity of databases, supports data entry
of required reports and other digital tools associated with service
delivery, as requested. This includes maintaining and auditing
tenant contact lists, email lists, emergency contact lists - on
file, in PULSE and in the contracted emergency communication
platform, bike room and fitness center forms and contact lists.
Maintains awareness of the workspace. Submits janitorial and
maintenance work orders as needed and/or communicates with
appropriate partners to address issues. Responds to customers of
behalf of other team members (e.g. Facilities or Janitorial Team).
Follow up with facilities and janitorial teams to ensure work
orders are being completed in a timely manner. Follow up with
tenants on satisfaction of work completed. Facilitate larger
billable tenant requests, such as carpet cleanings, tenant kitchen
cleanings, painting, etc. and ensure backup is submitted with
invoices.
Responds to customer requests and complaints promptly with accurate
and thorough information according to the specific request. Assists
with minor cleaning of amenity center, and light duty adjustments
of furniture, as needed in setting up for events.
Provides support for Management 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. Administers property invoices, billback and
billing forms.
Assist with Accounts Payable as necessary. Upload invoices into
P2P, collect and maintain w9's for vendors, assist Assistant
Manager to update vendor billing information, set up new vendors
for the property accordingly. Provide supporting documents to
corresponding invoices, update PO's in P2P as orders are received.
File check copies and invoices into vendor folders as
necessary.
Maintains records of vendor and tenant proof of insurance and
contractual documentation in place, per requirements.
Collaborates with vendors employees who provide services and
goods.
Amenity Management
Manage conference room and tenant lounge reservations. Assists with
meeting set up, furniture reset, and delivering temporary equipment
and supplies. May make recommendations on improvements if needed.
May assist with temporary signage. Administers and follows up on
Tenant Lounge and Conference facility maintenance and janitorial
inspections. Create and maintain any instructions to be distributed
to tenants.
Marketing, App & Website Management
Curates and administers of the Host platform and App and client
materials customized to meet to the full Host experience. Ensures
client and company materials comply with client and company brand
guidelines. Promote App and administer integrations into the app
with other stakeholders. Push all tenant communications. Ensures up
to date information is live and available on the Host Core App.
Maintains the building website to ensure accurate and up-to-date
information is posted, maintains the tenant directory, the Lobby
Art Rotation and building amenities.
Reporting
Assists management team with completion of reports to ownership
related to events and tenant services.
Generates a monthly Host Report recapping budget, "wins and
losses," attendance and pictures of events, etc., due by 5 th of
every month for prior month.
Update assigned GL budgets for review and consideration for next
year's budget. Assist in the assembly of final and draft budget
binders to owner and staff.
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.
Attend various networking activities, including BOMA, CREN, etc. to
develop and maintain tenant and vendor relationships. Encouraged to
take additional courses to enhance career and improve customer
service skills.
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.
Superior executive function and solid communication skills.
Experience managing projects required.
Experience posting on social media and managing email
campaigns.
Ability to multitask and prioritize tasks effectively. Exceptional
organization and time management skills.
Detail-oriented and capable of problem-solving on the spot.
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 and proven communication skills - both written
and verbal.
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:
Why CBRE?
When you join CBRE you will have the support and resources of a
global firm where an entrepreneurial mentality is encouraged.
You'll realize your potential with exciting work, fast-paced
assignments, an environment of constant learning and dedication to
results! To enable your success, we provide the best tools,
training and leaders in the industry.
Our culture is built on our RISE values and reflects the needs and
perspectives of our clients and our people. Our work is guided by
our North Star: Crafting the real estate solutions of tomorrow, so
businesses and people thrive.
Coming to work for CBRE, you will receive a comprehensive benefits
package, 401k, and extraordinary perks such as career growth and
longevity!
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 recruitingaccommodations@cbre.com or via telephone at +1
866 225 3099 (U.S.) and +1 866 388 4346 (Canada).
NOTE: Some, but not all, of our positions may have an additional
requirement to comply with COVID-19 health and safety protocols,
including COVID-19 vaccination proof and/or rigorous testing. If
you have questions about the requirement(s) for this position,
please inform your Recruiter.
Keywords: CBRE, Palatine , Workplace Experience Coordinator, Other , Chicago, Illinois
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