Workplace Coordinator

4 weeks ago

Edmonton, Alberta, Canada IBI Group Full time

Job Summary

We are seeking a highly skilled and experienced Workplace Coordinator to join our team at Arcadis. As a key member of our facilities management team, you will be responsible for providing exceptional customer service and technical support to our office users.

Key Responsibilities

  • Provide high-quality customer service and technical support to all office users.
  • Understand and use relevant facilities management procedures and processes to ensure consistency and compliance.
  • Maintain office operations by receiving and distributing communications, maintaining supplies and equipment, and assisting office staff with workplace projects, systems, and procedures.
  • Support the Workplace Regional Manager in the management of the office and provision of facilities management agreed services.
  • Work as a team to provide the agreed facilities management service, including the provision of a reception service.
  • Answer phone calls and greet clients/guests professionally and positively.
  • 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/functions and 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 by checking stock, anticipating requirements, placing and expediting orders, verifying receipt, and stocking items.
  • Maintain workplace equipment by coordinating preventive maintenance, troubleshooting failures, calling for repairs, and monitoring equipment operation.
  • Liaise with Property Management/Property Maintenance and coordinate building/suite access badges for staff.
  • 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.
  • Special considerations: Proficient in Microsoft Office and excellent communication skills.

Preferred Qualifications

  • International Facility Management Association membership.
  • Previous experience in a facilities management, administrative, or customer service role.
  • Education: Associate or equivalent experience.
  • Registrations/Certifications: Notary.
  • 2-4 years of office/administrative experience.
  • Facilities management experience preferred.
  • Project a professional image in person, on the phone, and in writing.
  • Strong Microsoft Office skills (Teams, Word, Excel, PowerPoint).
  • Strong interpersonal and organizational skills.
  • Basic financial skills, able to work with budgets and invoices.
  • Exercises discretion and confidentiality.
  • Deals effectively with rapidly changing priorities and last-minute deadlines.
  • Detail-oriented, dependable, proactive, and ability to work with minimum supervision.

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