Facilities & Workplace Coordinator

CGI•Knoxville, TN

15h•Onsite

About The Position

The Facilities & Workplace Coordinator will serve as the primary onsite support professional ensuring a well-organized, welcoming, and efficiently operated office environment for CGI Federal's Knoxville location. This role is highly service oriented and acts as a central point of coordination between building management, CGI internal teams, onsite partners, visitors, and facility vendors. The coordinator will support daily workplace operations, maintain office and common spaces, manage logistics for meetings and events, and help uphold a clean, safe, and professional workspace. This position requires strong organizational skills, excellent communication, the ability to multitask, and a proactive approach to identifying and resolving facility related needs. The coordinator will also support corporate social responsibility activities, onboarding efforts, and serve as the local conduit for building notifications and emergency communication. Overall, this role ensures that all members, partners, and guests experience a high quality environment and consistent operational excellence at the Knoxville office. This position is located onsite Knoxville, TN in the office 5 days per week.

Requirements

Demonstrated ability to thrive in a fast paced, dynamic work environment, managing multiple priorities with composure and a positive, engaging attitude.
Exceptional interpersonal skills, with a natural ability to build solid working relationships and make people feel welcome, with a passion for taking initiative and creating a positive office experience.
Ability to communicate requirements and schedules for vendor services to partners in a timely manner is a necessity.
Possesses a keen situational awareness when it comes to privacy and confidentiality.
Resourcefulness and a proactive approach to organizing and problem solving.
A basic knowledge of facilities/building operations is a great asset.
Ability to understand FLPs and implement the security requirements.
Ability to quickly come up to speed with new technologies, processes, procedures and concepts is required.
Proficiency in Microsoft Outlook, Excel, Word, PowerPoint and MS Office tool suite.
Ability to travel and support other facilities as required.

Nice To Haves

Project Management experience
Facilities Management experience with knowledge of building systems

Responsibilities

Assess and address all inquiries/requests and handle them in a professional manner, forwarding them as appropriate.
Assist with scheduling and coordinating internal/external meetings and appointments along with room setups.
Track and approve conference room requests for meetings; maintain a master calendar of events for common area space.
Coordinate conference room set up/breakdown, ordering of meals, printing of meeting materials, and ensuring AV equipment is set up and working properly.
Operate and troubleshoot office equipment, including coordination of vendor support as needed (e.g. Xerox machines and conference room AV).
Maintain a clean and organized reception area. Ensure lobby area, kitchen/office stations, and conference rooms are neat and clean.
Work closely with the Onshore Center Lead, CGI's Workplace Resource Management and building management as it relates to facility issues and concerns.
Direct, coordinate, and, when needed, supervise facility service vendors for cleaning, repairs, and maintenance to ensure a consistently clean and well maintained office.
Log and track tickets in a timely manner with property management for facility related issues.
Maintain and manage records to include (but not limited to) visitor logs, membership lists, and office inventory needs.
Inventory, order, and stock office supplies.
Accept and deliver all incoming packages from USPS or carrier mail (FedEx, UPS, DHL, etc.). Prepare outgoing packages for pick up; mail and/or fax documents as requested.
Coordinate parking badges/vouchers for CGI Federal Partners, CGI CSG Partners, contractors, and visitors and manage voucher inventory.
Support Corporate Social Responsibility planning and events.
Assist with support for new hire onboarding activities.
Establish and monitor effective tracking of cubicle and office master keys.
Provide reports to the Onshore Center Lead and Facilities/Workplace Resources on a scheduled or as requested basis.
Serve as the conduit between building management, CGI internal teams, and CGI Partners on any building announcements and notifications in case of emergencies. (Building power outage, severe weather, road closures near the building, need for medical or law enforcement assistance, emergency vehicles incoming/on-site and other scenarios that may arise.)