Workplace Coordinator

2 weeks ago

Edmonton, Alberta, Canada IBI Group Full time

Job Summary

This is a temporary 6-month contract role that requires a skilled Facilities Management Professional to provide comprehensive Workplace Facilities Management services to the Edmonton Arcadis office. The successful candidate will be responsible for providing high-quality customer service and technical support to all users of the office, while maintaining office operations and ensuring consistency and compliance with relevant procedures and processes.

Key Responsibilities

  • Provide a comprehensive Workplace Facilities Management service, including reception services, customer support, and technical assistance.
  • Manage office operations, including receiving and distributing communications, maintaining supplies and equipment, and assisting staff with Workplace projects, systems, and procedures.
  • Support the Workplace Regional Manager in the management of the office and provision of facilities management services.
  • Work as a team to provide agreed facilities management services, including the provision of a reception service.
  • Answer phone calls and greet clients/guests professionally and positively, forwarding information as necessary.
  • Respond to customer queries in person, by email, and by phone to provide effective customer service.
  • Support and enhance the office by taking ownership of Workplace procedures and functions, proactively exploring opportunities to add value to the office and staff.
  • Resolve day-to-day office operational issues and escalate appropriately where necessary.
  • Understand and use Facilities Management procedures and processes to carry out and record tasks and activities.
  • Develop an understanding of Facilities management, health and safety, and environmental management responsibilities and contribute to their compliance.
  • Manage office overhead budget, and explain variances.
  • Maintain office and breakroom supplies, including checking stock levels, anticipating requirements, and expediting orders.
  • Maintain Workplace equipment, including coordinating preventive maintenance, troubleshooting failures, and monitoring equipment operation.
  • Liaise with Property Management/Property Maintenance, coordinate building/suite access badges for staff, and communicate office suite issues with Corporate Real Estate as needed.
  • Use Facilities Management tools, including a helpdesk, document management, and booking systems, to accurately record information and escalate any issues.
  • Coordinate Regional Onboarding for new hires and provide Virtual Workplace support for other offices within the region.
  • Coordinate catering and set up/tear down of internal/client meetings and events as needed.
  • Maintain schedule and coordination of conference room meeting spaces.
  • Responsible for maintaining onsite and offsite file maintenance and archiving.
  • Be onsite for and assist with office moves, including coordinating vendors, relocation of files, and organizing new space.

Requirements

  • Minimum 2-4 years of Facilities Management experience.
  • Previous experience in a facilities management, administrative, or customer service role.
  • Education: Associate or Equivalent work experience.
  • Registrations/Certifications: Not required.
  • Special considerations: Proficient in Microsoft Office, excellent communication skills, and potential travel required.

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