This role serves as the first point of contact for all who visit and call our Carlsbad office. The Global Workplace Coordinator will be hospitality focused, poised, polished, comfortable with being forward facing and providing the highest level of service to stakeholders. This position is site-based only and not remote.
Front Office: Warmly and enthusiastically greets visitors/employees and notifies appropriate parties of arrival
Answers, screens and transfers all telephone calls which ring through the main line and maintains general voicemail box
Upholds a clean, organized and welcoming lobby atmosphere
Receives, sorts and distributes incoming/outgoing mail and other courier packages
Maintain inventory and order office supplies, refreshments/snacks, and amenities as needed
Conference room setup and catering management as needed for meetings
Administrative:Provides administrative support for the Global Workplace Department as needed
Provides administrative support for Carlsbad as needed
Manages business card orders for Carlsbad and Field employees
Manages Office Supply Ordering and Inventory
Manages FedEx account: Sets up and disables user accounts, processes invoice payments, Processes outgoing domestic and international FedEx packages as needed
Maintains monthly invoice& purchase card tracking spreadsheet for all charges to Facilities cost center
Attend Administrative meetings and collaborate with Global and local Business Support for learning and growth opportunities
Building Maintenance:Ensures the overall organization, cleanliness, and safety of interior and exterior building
Maintains inventory and expiration dates of supplies, snacks, beverages, and amenities and ensures prompt ordering when stock is running low
Maintains supplies and organization of all copy rooms
Maintains organization in storage closets
Ensures meeting spaces/rooms are organized, stocked, and orderly on a daily basis
Resets workstations after use
Onsite event setup/breakdown and support during onsite events
Maintains kitchen cleanliness throughout day, runs dishwashers at the end of shift, unloads at beginning of shift, empties pods and cleans coffee machines on regular basis, refills water, beans, and descales espresso machines, maintains sanitation of all kitchen appliances.
Reports any building maintenance or janitorial needs to GWP manager
Maintains generator log
Systems: Enters building work orders to property management system, Workspeed as they arise and follow-through to completion. Alerts Global Workplace Manager of any urgent or outstanding issues or repairs that require escalation.
Manages badge system: Issues and disables access badges, runs audit reports as needed
Manages Envoy Visitor Management System and provides support to employees as needed
Maintains Booking software: Expert in backend administration of system, troubleshoots and provides support to employees as needed, maintains data integrity within the system, provides assistance with desk and meeting room bookings and coordination
Maintains Digital Displays in the office and partners with Employee Communications Department for new campaigns
Creates and maintains Front Desk Operations Manual for all systems and processes used in Global Workplace
Vendor Management:Maintains vendor contactlist and COIs
Schedule onsite vendor appointments and notify other departments as needed
Notifies GWP Manager when building issues arise that require vendor work
Processes vendor payments through Accounts Payable or credit card
Works in procurement system, collects, and maintains vendor Quotes, Master
Service Agreement Statement of Work, invoices, Certificate of Insurance, W-9,new vendor set up.
Environmental Health & Safety:Performs monthly checks on Fire Extinguishers and coordinates annual inspections
Maintains 1st Aid, AED, and CPR Certification and acts as safety responder
Proactive and prompt in reporting and addressing safety hazards in the office
Remove tripping hazards (door stops, cords, etc.)
Wipe spills/leaks right away
Place wet floor signs when appropriate
Maintains ESG Data
Maintains Compliance Calendar
Other EH&S projects and initiatives as needed
Key points and experience:
5 years of experience
Hospitality Mindset
Outgoing as this is a forward-facing role
Administrative duties
Vendor Management: working with invoicing, RFP quotes, manage schedules
Ideally someone who also has a Tech background (in case issues with computer systems, copy machine, etc)
Understands Health and Safety requirements such as OSHA, fire codes, safety inspections, mitigating risks
stocking/restocking the break room with snacks, and beverages, restroom-stocking, scheduling cleanings with the custodian, etc.
HVAC - ability to diagnose HVAC issues
Ability to diagnose plumbing issues
Remediate/liaise with Property and Billing Managers
There is also desk work involved 60% (40% building upkeep)
The right candidate will be agile, ability to work in a collaborative environment, outgoing
This office environment is a hoteling office environment so someone with a hospitality focus/background would be great