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Workplace Experience Coordinator

Workplace Experience Coordinator

CBRE GroupChicago, IL, US
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Workplace Experience Coordinator

Global Workplace Solutions (GWS) Local is a hard services-led, tailored facility management solution. We self-perform hard services while partnering with best-in-class soft service providers to offer custom facility and project management solutions to our clients. We focus on empowering our team with a high-level of downstream accountability, resulting in an agile and efficient service delivery. In addition to our core facility and project management capabilities, our platform offers direct access to our Best-in-Class services including ESG, Security Consulting, Workplace Strategy, and Workplace Experience.

Position Overview

The Workplace Experience Coordinator supports the Workplace Experience Manager in executing day to-day operations, ensuring all workplace services are delivered seamlessly. This role focuses on maintaining the clients premium standards across office spaces, supporting employee and guest experiences, and coordinating essential workplace services to enhance efficiency and satisfaction.

Primary Responsibilities and Objectives

Reception and Visitor Management

Objective : Provide a luxury-level experience for all visitors and guests in alignment with the clients brand.

Responsibilities :

  • Greet visitors warmly, manage guest registrations, and ensure that visitor protocols are followed seamlessly.
  • Prepare and arrange any welcome amenities, including the Visitor Welcome Tray Program, to enhance the guest experience.
  • Communicate professionally with employees and visitors, reflecting the brand values.

Event and Meeting Coordination

Objective : Support company events and meetings, ensuring all details align with luxury standards.

Responsibilities :

  • Assist in coordinating logistics for on-site meetings, events, and activities, including setup, catering, and AV requirements.
  • Liaise with vendors and team members to ensure that events are set up on time, running smoothly, and dismantled properly.
  • Confirm all meeting rooms are equipped with necessary materials, such as markers, notepads, and functioning AV equipment.

    • Communication and Employee Support

    Objective : Serve as a point of contact for employee inquiries related to workplace services.

    Responsibilities :

  • Respond to employee questions and requests regarding workplace resources, amenities, or support.
  • Communicate updates about workplace policies or service changes in a friendly, professional manner.
  • Gather feedback from employees on workplace experience to inform continuous improvements.

    • Facility Operations and Maintenance Support

    Objective : Ensure all facility spaces are well-maintained and meet quality standards.

    Responsibilities :

  • Conduct daily walkthroughs and inspections to ensure cleanliness, organization, and readiness of all spaces, including conference rooms, pantry areas, and common areas.
  • Monitor and report maintenance needs or issues promptly, coordinating with vendors and the Facilities team for timely resolution.
  • Ensure the Meeting Room Readiness checklist is completed for each room, maintaining high standards for each scheduled meeting.

    • Pantry and Supply Management

    Objective : Maintain pantry and office supplies

    Responsibilities :

  • Oversee inventory levels of pantry and office supplies, ensuring items are stocked, organized, and presented in a clean, accessible manner.
  • Coordinate reorders and manage stock levels to prevent shortages while adhering to budget targets.
  • Maintain cleanliness and tidiness within pantry areas, reinforcing a welcoming environment for employees.

    • Workplace Connect Support and Service Request Management

    Objective : Utilize Workplace Connect to manage and respond to service requests efficiently.

    Responsibilities :

  • Track incoming service requests via Workplace Connect, ensuring timely responses and updates to requesters.
  • Collaborate with the Workplace Experience Manager to identify trends in service requests and suggest improvements.

    • Health, Safety, and Compliance

    Objective : Ensure all workplace environments comply with safety protocols and regulations.

    Responsibilities :

  • Conduct routine safety checks and report any potential hazards or issues to the Workplace Experience Manager.
  • Support emergency preparedness efforts by maintaining updated emergency contact lists and evacuation information.
  • Ensure safety signage is visible, and emergency protocols are followed, supporting a secure workplace environment.

    • Skills and Qualifications

    Leadership : Strong ability to inspire and guide the Workplace Experience team.

    Customer Service Orientation : A commitment to creating an exceptional experience for employees and guests.

    Strategic Planning : Ability to develop long-term plans that align with the client brand and operational goals.

    Communication : Excellent verbal and written communication skills, with the ability to engage with employees at all levels.

    Problem Solving : Proactive approach to identifying challenges and implementing effective solutions.

    Technology Proficiency : Familiarity with workplace management tools (e.g., WorkplaceConnect), reporting software, and digital tracking systems.

    Reporting Structure

    The Workplace Experience Coordinator reports to the Workplace Experience Manager. Works closely with the Facilities, brand teams, and liaises with vendors and service providers as needed. Collaborates with the Workplace Experience Ambassadors to ensure cohesive service delivery across all office areas.

    Success Metrics

    Service Request Response Time : Achieving prompt responses to all Workplace Connect requests, with the majority resolved within targeted timeframes.

    Facility Standards Compliance : Consistently high-quality inspections and readiness for all spaces, with positive feedback on cleanliness, organization, and functionality.

    Inventory and Stock Management : Maintaining optimal stock levels in pantry and office supplies, with minimal shortages or overages.

    Visitor and Event Satisfaction : Positive feedback from guests and internal event organizers, demonstrating smooth execution and luxury-level service.

    Health and Safety Compliance : Regular checks and compliance with safety protocols, contributing to a secure and compliant workplace.

    Conclusion

    The Workplace Experience Coordinator plays a vital role in upholding the clients luxury workplace standards, contributing to a smooth and welcoming environment for employees and guests. Through efficient operations, proactive support, and attention to detail, the Workplace Experience Coordinator ensures that each aspect of the workplace experience reflects the high standards of the client fostering a culture of excellence and hospitality.

    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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    Workplace Coordinator • Chicago, IL, US