Join our dynamic team as a Global Workplace Coordinator, where your commitment to exceptional service will enhance our office environment. In this role, you'll be the welcoming face of our Carlsbad office, ensuring a seamless experience for both employees and visitors. This is an on-site position, ideal for someone with a hospitality background who thrives in a collaborative, fast-paced setting.
Key Responsibilities
Front Office Management
Greeting Visitors: Warmly welcome guests and employees, notifying relevant parties of arrivals.
Call Management: Answer, screen, and transfer phone calls while maintaining a professional voicemail system.
Lobby Maintenance: Ensure a clean, organized, and inviting lobby atmosphere.
Mail and Packages: Receive, sort, and distribute incoming/outgoing mail and packages.
Supplies Management: Maintain inventory and order office supplies, refreshments, and amenities as needed.
Meeting Support: Set up conference rooms and manage catering for meetings.
Administrative Support
Provide comprehensive administrative assistance to the Global Workplace Department.
Manage business card orders and oversee office supply inventory.
Handle FedEx account operations, including invoice processing and package management.
Maintain accurate financial tracking for the Facilities cost center.
Participate in administrative meetings to foster collaboration and growth.
Building Maintenance
Oversee the cleanliness and safety of the office, both inside and out.
Ensure daily stocking of snacks and beverages and maintain restroom amenities.
Organize meeting spaces and common areas to ensure readiness for use.
Assist with onsite event setup and breakdown, maintaining kitchen cleanliness throughout the day.
Report maintenance needs to the Global Workplace Manager.
Systems Management
Enter and track building work orders in the property management system.
Manage the access badge system and maintain the visitor management software.
Administer booking systems and ensure data integrity for desk and meeting room reservations.
Collaborate with the Employee Communications Department on digital displays and campaigns.
Vendor Management
Maintain a comprehensive vendor contact list and manage appointment scheduling.
Process vendor payments and oversee procurement documentation.
Environmental Health & Safety
Conduct monthly checks on safety equipment and coordinate inspections.
Act as a safety responder and maintain necessary certifications.
Proactively address safety hazards and maintain compliance with health regulations.
Qualifications
Experience: Minimum of 5 years in facilities management or hospitality.
Mindset: Outgoing and hospitality-focused with a strong commitment to service excellence.