16 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.
Receives and directs incoming calls to appropriate personnel and voicemail.
Greets and facilities’ clients, guests, applicants and visitors access requests within the office environment.
Follows security procedures for recording guests, suppliers and other visitors access into the office environment and arranges escorts as needed.
Issues visitor/staff passes and validates parking where applicable in alignment with company policies.
Assists with scheduling and preparing meeting and conference rooms, setup of conference/meetings rooms, arranges projectors and other meeting equipment, ensuring equipment, video or web conferencing is in good operating condition.
Audits workplace environment from a building management perspective to confirm utilities functionality, with work requests raised were applicable
Manages register of trade utilisation within the work environment for security recording purposes
Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
Performs general clerical duties associated with distributing office packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight and mail.
Orders office supplies and other common use items for your site, such as café supplies, equipment toner, printer paper, freight and shipping supplies in alignment with the GRE AOP.
Maintains records and logs of service requests and tracks their status, to ensure a high level of workplace knowledge for client stakeholders
Maintains a file of services including transportation sources, accommodations, and referral contacts. May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
Assists with the management of subcontractor purchase orders, invoicing, reporting and work order closures (Provides reports on open and closed work orders and checks status with the appropriate technician or vendor)
Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors.
End to end administrative management liaison with vendors, clients and contractors (responses, file creation, support, etc.)
Assists with the 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 setting 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.
