Job Information
CBRE Workplace Admin Co-Ordinator (Rawalpindi / Islamabad) in Islamabad, Pakistan
Workplace Admin Co-Ordinator (Rawalpindi / Islamabad)
Job ID
160655
Posted
26-Mar-2024
Role type
Full-time
Areas of Interest
Administrative
Location(s)
Islamabad - Islamabad - Pakistan, Rawalpindi - Punjab - Pakistan
Job Summary
Workplace Experience Co-ordinator provides overall facilities & reception support to all services and provisions in their location. Responsible for the Service delivery of full FM services, Quality Management System and Health & Safety as instructed by the International Director.
Establish effective lines of communication with the Client, customers & key stakeholders across the location, ensuring service standards exceed expectations. Develop Client relationship to grow the business across the region where opportunities arise, and co-ordinate regular reviews between customers and CBRE to enhance the client relationship.
The role requires a team player that will fully integrate with the rest of the regional and global account team and actively contribute to the account deliverables and KPIs.
Support the management & performance of FM delivery through effective self-delivery and the efficient management of supply-chain partners for outsourced services. Attend and input to the wider regional team via regular team meetings & other associated forums
Align & commit your support to contribute to the wider CBRE to ensure full compliance with Company goals & objectives.
Be commercially responsible for the performance of the location within region. Support the development of annual budgets and proactively manage performance against budget. Implement supply chain governance to support & improve service delivery with the support of the senior FM.
The Workplace Experience Coordinator will actively support the Senior Facilities Manager in supporting the development & improvement on service efficiencies, space management and other initiatives.
To manage & liaise with team local site team members providing supervisory support.
Key Responsibilities:
Front of House / Reception
Working based at reception always maintain a professional polite and considerate manner
Greet internal and external clients, acknowledging them promptly.
Welcome and escort guests to meeting rooms
Offer refreshments in the lobby area if guests are waiting here and ensure you keep them updated on their host’s arrival
Assist with separate registration desks for functions as required
Maintain the necessary awareness of building facilities to advise and direct guests appropriately
Proactively deal with enquiries and requests in person, via the telephone or email, in a timely and professional manner
Responsible for the image and visual standards of the site/s taking ownership of any issues or concerns
Take ownership and understand customer requirements and be able to demonstrate the ability to close out concerns and ensure customer is kept always appraised
Contract/Vendor Management
Be responsible for monitoring & management to all hard and soft service lines and ensue all services provided are resourced and maintained to a high standard, perform to the agreed service level, meet the Client’s needs and operate within the CBRE Quality Health & Safety system. Carry out spot checks, audits and planned inspections of services undertaken by Vendors to ensure they meet the applicable standards.
Primary focus on delivery of all FM Operations SLA’s in accordance with KPI & Output measurements
Co-ordinate with FM Operations and Client Service teams to deliver service level agreements
Conduct Vendor review meetings on a regular / scheduled basis and keep records of these meetings.
Monitor and report on vendor activities, achievements and work order closure rates as part of the routine site reporting process
Management & completion of CAFM tasks both reactive & preventative.
Support & manage the completion of site contract review reports to present to Operations lead.
Financial Control / Administration
Contribute towards & support the development of OPEX budgets for the specific locations.
Contribute towards & support the accrual process on a monthly basis.
Creation & Submission of all PO’s for services on location.
Working through the financial portal to Raise Purchase Orders & Invoices Approvals for goods or services as required, in compliance of business controls system
Management of Health & Safety
Management of Health & Safety for sites ensuring best practice and statutory compliance met.
Ensure all mandatory training is undertaken inline with guidance provided.
Ensure Contractor H & S is maintained and ensure suitable RAMS are in place.
Ensure eLogbook platform & other associated systems are kept up to date
Ensure Envisi (energy management platform) is kept up to date
Conduct monthly QHSE self-assessment SLA checks in support of quarterly contract performance requirements
Comply with HSE requirements as outlined within the SLA and as instructed by the company policy
Act as a part of site Emergency team i.e. Fire Marshall, as required for emergency control activities
Report all accidents, occupational illnesses, and emergencies in relevant books/documentation
Management Responsibilities
- Management and control of sub-contractors.
Other
Act as escalation point.
Team leadership & management of up to 1 direct report.
In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined
Flexible working ours with multiple shits
Education / Experience
- Minimum Bachelors with 4 to 5 years of related experience.
Person Specification
Good interpersonal skills
Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met
Accurate and exceptional attention to detail
Pro-active and enjoys working autonomously and as part of a wider team
Confident, diplomatic and assertive where required
Flexible approach to work and takes complete ownership of the tasks assigned
Understands and appreciates discretion as necessary
Team player who deals effectively with colleagues and clients
Skills Required
Fluent spoken and written English;
Essential education and professional qualification necessary for successful job performance;
Analytically-minded, financially and numerically skilled, with the ability to review and prepare complex financial reports;
Proficient in common application software (Microsoft Word, Excel, and PowerPoint) with strong presentation skills
Key focus for this role is to ensure that all FM services are delivered in a confident and efficient manner
Well organised and good prioritisation and planning skills
Service orientated attitude combined with innovative thinking
CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)