Workspace Service Experience Coordinator

Job Title

Workspace Service Experience Coordinator

The Experience Coordinator plays a vital role in ensuring the seamless and timely execution of all tasks related to Workspace Services. Their responsibilities span various areas, including providing a 5-star experience to customer staff, visitors, and contractors. They maintain office safety and security, as well as foster a sense of community among local teams. By handling logistical and physical environment matters, the Experience Coordinator allows the business to focus on core tasks.

Operating at the intersection of hospitality and facility services, they adeptly meet stakeholder and company requirements with a strong commitment to excellence.

• Serve as the primary front-of-house representative, ensuring a professional, welcoming, and well-organized reception experience for employees and visitors.
• Manage all reception duties, including greeting guests, handling visitor check-ins, and directing inquiries to the appropriate contacts.
• Maintain and manage accurate logs of shipments, visitor records, guest access badge distribution, and office inventory, ensuring records are up to date and easily accessible for tracking and reporting purposes.
• Manage incoming communication by answering calls, responding to emails, and handling mail and package distribution efficiently.
• Receive and distribute deliveries and mail.

• Ensure meeting rooms are always ready by overseeing cleanliness, setup, and functionality, including AV equipment checks and room organization, and proactively resetting spaces after meetings to maintain a seamless experience for the next users.
• Support event and meeting setup logistics, including catering, furniture arrangement, seating placement, and assist IT with AV equipment testing and coordination to ensure a seamless experience.
• Collaborate with BHI Workspace Experience team and onsite brand representatives to plan and execute engaging internal events and celebrations.
• Support local event planning, new hire orientations, Town Hall, and other ad hoc meetings.

• Proactively inspect the office areas, systems, rooms, and common areas and coordinate any maintenance and repairs.
• Manage inventory and ordering of office supplies, pantry consumables, and cleaning products to maintain stock levels.
• Serve as a liaison with cleaning teams, proactively coordinating schedules and standards to ensure a clean and well-maintained workspace.
• Support client’s sustainability initiatives including sustainable waste management and energy conservation.
• Manage all office facility related requests.
• Vendor management as applicable, ensuring that vendors are delivering goods and/or services in accordance to contracted scope.
• Support office occupancy/ utilization reporting.
• Proactively identify operational efficiencies and cost savings opportunities.

• Support the implementation and adherence to health and safety protocols, working closely with brand HR and local leaders and BHI safety & security to ensure compliance with all regulations.
• Participate in LIRT (local incident response team) for crisis management preparedness including organizing the local response team in the event of a crisis.

• Handle ad-hoc operational and administrative tasks as needed, ensuring workplace services run efficiently and smoothly.

• Available for after-hours overtime work with advance notice

• Uses knowledge of the business, along with relevant systems and procedures to support others and contribute to company and client objectives in achieving their financial, business and client goals.
• Identifies opportunities to learn more about CW commercial environment.
• Uses all available internal resources, systems and tools to help increase team productivity.
• Uses all contact with clients as an opportunity to build a positive image of the C&W brand.
• Identifies and improves processes, systems and work products to…