Workplace Experience Coordinator

The CBRE Excellerate is seeking a Workplace Experience Coordinator.

Role Summary

Workplace Experience Coordinator will be positioned at the reception desk from Monday to Friday from 8:00 to 17:00. The coordinator is responsible for the development and maintenance of relationships with associates and other stakeholders to ensure a high level of customer service.

She/He are responsible for maintaining and managing the organization’s facilities, including managing building maintenance, repairs, and coordinating services to ensure efficient and safe operations, and support the operation with administration requests related to their job responsibilities.

Responsibilities

Reception

• Provide welcome service to all visitors, issue badges, maintain the visitors logbook, informing associates of their arrival or directing the visitors to the relevant meeting room.
• Facilitate and respond to Facilities support related queries and requests from associates, contractors, and visitors.
• Follow up on Facilities support requests, ensuring timely resolution and provide feedback accordingly.
• Monitor and manage facility access and safety protocols, including security systems and protocols

Mail Management

• Receive and sign for mail and other deliveries, inform addressees and ensure timely deliveries.

Switchboard

• Operate switchboard (if applicable), handle general telephone enquiries, and pass on messages to appropriate associate.

Facility Management

• Manage repairs, maintenance, and upkeep of company facilities, including building systems and appliances.
• Conduct frequent site inspections to identify any repairs and renovations that will be required relating to technical assets, structure and/or systems to ensure compliance.
• Conduct checks on on-site services daily and address all concerns or non-conformances with Landlord to rectify.
• Arrange for regular maintenance of equipment and internal systems where applicable.
• Ensure compliance with all regulations and codes related to building safety and maintenance.
• Provide regular reports to line management where requested.

Stock Management

• Ensure that stock levels are maintained for office consumables, stationery and beverage consumables.
• Order stock where required to maintain levels and ensure that adequate stock is available for the needs of the operation.
• Implement and maintain a stock issuance sheet to monitor trends and ensure that levels are adjusted based on needs where appropriate.

Administration

• Support associates with the facilitation of taxi’s, car hire and rental services where requested
• Support Vehicle Maintenance scheduling and bookings where required.
• Support in-house events and special celebration days.
• Receive, treat, and redirect and follow up on payment of all facilities related invoices.
• Monitor facilities related contract expiration, initiate contract renewal and initiate contract issuance for new vendor on the system
• Administer Facilities PO Request and laisse with Africa Purchase Team on PO creation, uplift, and cancellation.
• On-boarding of Vendors/Contractors where required.
• Monitor and track invoices for all facilities related services.

Vendor, Contractor & Landlord Management

• Work with vendors, contractors, and property managers to ensure timely completion of repairs and maintenance tasks.
• Laisse with Landlord, Ocean Private, on matters relating to the office space such rent, maintenance, bills, invoicing etc.