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Workplace Coordinator

2 months 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 Workplace Coordinator, you will be responsible for providing a comprehensive Workplace Facilities Management service, including providing high-quality customer service and technical support to all users of the Edmonton Arcadis office.

Key Responsibilities

  • Provide a comprehensive Workplace Facilities Management service, including providing high-quality customer service and technical support to all users of the Edmonton Arcadis office.
  • 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 the office staff with Workplace projects, systems, and procedures.
  • Support the Workplace Regional Manager in the management of the office and provision of the facilities management agreed services for the office.
  • 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, and forward information by receiving and distributing communications, collecting and mailing correspondence, and disseminating messages to appropriate staff.
  • 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/office procedures/functions, proactively exploring opportunities to add value to the office and staff, and maintaining Workplace procedures in compliance with corporate processes/policies.
  • 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, working with the Indirect Project Manager, Regional Manager, and Program Manager to review office budget as needed.
  • Maintain office and breakroom supplies by checking stock to determine inventory levels, 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, coordinate building/suite access badges for staff, and communicate office suite issues with Corporate Real Estate when 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.
  • Provide Virtual Workplace support for other offices within your 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.
  • Be responsible for maintaining onsite and offsite file maintenance and archiving (Iron Mountain).
  • Be onsite for and assist with office moves, including coordinating vendors, relocation of files, assisting in decommissioning of existing space, and organizing of new space.

Requirements

  • Minimum 2-4 years of Facilities Management experience.
  • Previous experience in a facilities management, administrative, or customer service role (preferred).
  • Education required: Associate or Equivalent work experience.
  • Registrations/Certifications required: n/a.
  • Special considerations, specific technical experience, skills, etc. include: Proficient in Microsoft Office, and excellent communication skills.
  • Potential travel is required for this position.
  • This position does not manage others.

Preferred Qualifications

  • International Facility Management Association membership.
  • Previous experience in a facilities management, administrative, or customer service role.
  • Education preferred: Associate or equivalent experience.
  • Registrations/Certifications preferred: Notary.
  • 2-4 years of Office/Administrative Experience (minimum).
  • 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.

Additional Information

We are an equal opportunity and affirmative action employer. We want you to be able to bring your best self to work every day, which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people.