Workplace Experience Coordinator - job 2 of 2

Workplace Experience CoordinatorJob ID177376Posted02-Aug-2024Service lineAdvisory SegmentRole typeFull-timeAreas of InterestAdministrative, Customer Service, Property ManagementLocation(s)Chicago - Illinois - United States of AmericaHi, 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 SUMMARYThe 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 & RESPONSIBILITIESProvides 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 RelationsManage 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 ManagementMaintain 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 cardsAssists tenant employees with new key card requests.Send all letters, mailings and messenger services. Mail is delivered daily. Open and sort accordinglyPrepare 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 serviceUtilizes 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 ManagementManage 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 ManagementCurates 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.ReportingAssists 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.QUALIFICATIONSHS 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 RESPONSIBILITYDecisions 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.SAFETYResponsible 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.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 recruitingaccomodations@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.