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Job Summary
The Workplace Coordinator is a vital member of the CBRE team, responsible for ensuring a positive and productive work environment for all employees within the assigned office space. This role encompasses a wide range of responsibilities, including but not limited to, office management, vendor coordination, employee support, and fostering a welcoming and efficient workplace. The Workplace Coordinator acts as a key point of contact for employees, addressing their needs and contributing to a seamless and enjoyable work experience.
Dublin - Dublin - Ireland
Job Summary
The Workplace Coordinator is a vital member of the CBRE team, responsible for ensuring a positive and productive work environment for all employees within the assigned office space. This role encompasses a wide range of responsibilities, including but not limited to, office management, vendor coordination, employee support, and fostering a welcoming and efficient workplace. The Workplace Coordinator acts as a key point of contact for employees, addressing their needs and contributing to a seamless and enjoyable work experience.
Responsibilities
Office Operations & Management:
* Oversee the day-to-day operations of the office, ensuring a clean, organized, and well-maintained workspace.
* Manage office supplies, equipment, and inventory, including ordering, stocking, and distribution.
* Maintain and troubleshoot office equipment (e.g., printers, copiers, fax machines) and coordinate repairs when necessary.
* Manage mail and package handling, including receiving, distributing, and shipping.
* Maintain and update office policies and procedures.
* Coordinate and manage office moves, renovations, and space planning projects as needed.
* Ensure compliance with health and safety regulations.
Vendor Management
* Liaise with vendors (e.g., cleaning services, maintenance technicians, security) to ensure quality service and adherence to contracts.
* Obtain quotes, negotiate contracts, and manage vendor invoices.
* Monitor vendor performance and address any issues or concerns.
Employee Support & Communication
* Act as a primary point of contact for employees regarding office-related matters.
* Provide excellent customer service and address employee inquiries and requests promptly and efficiently.
* Assist with new employee onboarding, including desk setup, IT support coordination, and orientation to the office environment.
* Manage meeting room scheduling and setup, ensuring proper equipment and supplies are available.
* Coordinate and assist with office events, meetings, and social gatherings.
* Communicate office-related information and updates to employees.
* Manage and maintain employee records and files.
Financial & Administrative Tasks
* Process invoices and expense reports accurately and in a timely manner.
* Manage petty cash and reconcile accounts.
* Assist with budget preparation and tracking.
* Generate reports and analyse data as needed
Technology & Systems
* Utilize and maintain relevant software and systems for office management (e.g., booking systems, inventory management tools).
* Assist with IT support requests and liaise with IT department.
* Stay up-to-date on relevant technology and software to improve office efficiency.
Qualifications
* Education: High school diploma or equivalent required
* Experience: 2+ years of experience in office management, administrative support, or a similar role.
Skills & Abilities
* Excellent organizational and time management skills with the ability to prioritize tasks effectively.
* Strong communication and interpersonal skills, with the ability to interact professionally with all levels of employees and external vendors.
* Exceptional customer service skills and a positive attitude.
* Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
* Ability to work independently and as part of a team.
* Problem-solving and critical-thinking skills.
* Ability to handle confidential information with discretion.
* Experience with vendor management and contract negotiation.
* Strong attention to detail and accuracy.
Preferred Qualifications
* Experience with office management software.
* Experience in the commercial real estate industry.
* Knowledge of health and safety regulations.
Service line: GWS Segment
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Management and Manufacturing
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