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)