Office Operations Coordinator

4 weeks ago

London, United Kingdom CBRE Full time
Key Tasks:

Reception:

  • Support Experience Coordinator or Experience Manager with oversight of Front Office Coordinators and assume FoH coordinator responsibilities as needed.

Customer Support:

  • Respond to ad hoc Slack notifications from the client about Workplace or site specific questions. Redirect them to appropriate resources or channels as necessary.
  • Act as a point of contact for the client seeking help navigating all aspects of their workplace; both in-person and by email/Slack
  • Ensure prompt and positive responses aligned with the clients expectations of customer support and protocol to office incidents and requests

Event Coordination:

  • Update Site Specific event tracker with event information from JIRA. Review with Experience Coordinator or Experience Manager Weekly.
  • Send weekly event email updates
  • Pre Event Support: Support Experience Coordinator or Experience Manager with execution of event including support with booking rooms, sharing self-serve resources, answering questions from Event DRI
  • Support with event & office decorations, as needed
  • Day of event logistics: Support Experience Coordinator or Experience Manager with day of coordination including being present onsite, developing and setting up signage, vendor coordination, check-in logistics, event food and beverage set up, room setup
  • Post Event logistics: Support Experience Coordinator or Experience Manager with Event wrap up coordination including ensuring rooms are reset
  • Maintain WP specific fun cabinet for greeting cards decor

Onsite Management:

  • Update Site Specific onsite tracker with information from JIRA. Review with Experience Coordinator or Experience Manager Weekly.
  • Pre Onsite Support: Coordinate with DRI on room availability, attendee list, sharing self serve resources, moving furniture, working with external vendors on snacks/food ordering, creating and distributing signage, Send "before you go" emails, supporting front desk team with guest management
  • Post Onsite Support: Furniture and room resets, Send close out emails to teams

Projects:

  • Coordinate move logistics
  • Assist with onsite vendor support and coordination as required

Office Management:

  • Floor walks (Daily & Weekly). Document audit information for Experience Coordinator or Experience Manager and ensure issues are raised with vendors.
  • Support issue with vendors as assigned and follow-up on progress and ensure that issue is resolved within expected SLA
  • Support Experience manager in ensuring that regular maintenance are being performed by vendors and tracked on maintenance calendar
  • Furniture resets (Daily)

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