Office & Operations Coordinator

2 weeks ago

Montréal, Canada CBRE Full time

Posted- 18-Aug-2023- Service line- GWS Segment- Role type- Full-time- Areas of Interest- Administrative, Building Management, Facilities Management- Location(s)- Montreal - Quebec - Canada- Hi, we’re HostWe 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 SUMMARY**

The 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 & RESPONSIBILITIES**

Provides 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, Community Programs, Meeting Supply Equipment, Food Services, Parking & Commute, Bicycle & Local Shuttle, Supported Employment, Company Store, Pet Programs, Document Services, Mail Services, Record Archiving, Office Supply Management, Moves, Adds, Changes, Furniture and Cable Management, Space Reset, Entrance Screening Protocol and Workplace Onboarding.Greets employees and announces clients and visitors. Conducts guest registration through badging software. Issues visitor passes and validate parking. Receives and directs incoming calls to appropriate parties.Maintains awareness of the workspace. Submits janitorial and maintenance work orders as needed and/or communicate with appropriate partners to address issues. Responds to customers of behalf of other team members (e.g. Facilities or Janitorial Team).Responds to customer requests and complaints promptly with accurate and thorough information according to the specific request. Assists with light duty adjustments such adjusting monitor arms, tightening screws on chairs, and crawling under desks to adjust cables. Assists with meeting set up, furniture reset, and delivering temporary equipment and supplies. May assist with temporary signage.Curates and administers of the Host platform and client materials customized to meet to the full Host experience. Ensures client and company materials comply with client and company brand guidelines.Utilizes and maintains integrity of databases, supports data entry of required reports and other digital tools associated with service delivery, as requested.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.Provides support for Experience Services 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.Maintains records of vendor proof of insurance and contractual documentation in place, per requirements.Collaborates with vendors employees who provide services and goods.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).Performs other duties as assigned.**QUALIFICATIONS**

HS Diploma or GED required.A minimum of 1 year of front desk, concierge, customer service or other hospitality experience is preferred.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 mee

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