Workplace Coordinator / Office Administrator

Arcadis•Chicago, IL

18h

About The Position

Work as a team to provide the agreed facilities management service, including the provision of a reception service. Answer phone calls and greet clients/guests in a professional and positive manner. Forward information by receiving and distributing communications; collecting and mailing correspondence; disseminating messages to appropriate staff. Respond to customer queries in person, by email and phone to provide an effective customer service. Supports and enhances the office by taking ownership of Workplace Ops/office procedures/ functions; proactively explores opportunities to add value to the office and staff. Maintains Workplace Ops procedures in compliance with corporate processes/ policies. Resolve day to day office operational issues and escalate appropriately where necessary. Understand and use Facilities Management procedures and processes to carry out and record relevant tasks and activities. Develop an understanding of Facilities management, health and safety, and environmental management responsibilities and contribute to their compliance. Manages office overhead budget, explains variances. Works with Indirect Project Manager, Regional Workplace Ops Manager, and Program Manager to review office budget as needed. Maintains office and breakroom supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items. Maintains Workplace equipment by coordinating preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation. Maintain and troubleshoot AV equipment; ensure proper functionality and operation for meetings, events, and presentations. Liaison to Property Management/Property Maintenance. Coordinate building/suite access badges for staff. Work to resolve office suite issues when needed. Use Facilities Management tools including a helpdesk, document management, and booking systems to accurately record information and escalate any issues. Order regionally for line manager-requested new hire computer peripherals. For local new hires, review authorization documents and complete/submit employer section of verifications. Provide virtual Workplace Ops support to other offices within region. Coordinates catering, set up/tear down of internal/client meetings and events as needed. Maintain schedule and coordination of conference room meeting spaces. Responsible for maintaining onsite and offsite file maintenance and archiving (Iron Mountain). Be onsite for and assist with office moves. To include but not limited to assisting with coordinating of vendors, relocation of files, assisting in decommissioning of existing space and organizing of new space.

Requirements

Minimum years of experience: 2-4 years

Nice To Haves

Previous experience in a facilities management, administrative or customer service role.

Responsibilities

Provide facilities management service
Reception service
Answer phone calls and greet clients/guests
Forward information by receiving and distributing communications; collecting and mailing correspondence; disseminating messages to appropriate staff
Respond to customer queries in person, by email and phone
Support and enhance the office by taking ownership of Workplace Ops/office procedures/ functions
Maintain Workplace Ops procedures in compliance with corporate processes/ policies
Resolve day to day office operational issues and escalate appropriately where necessary
Understand and use Facilities Management procedures and processes to carry out and record relevant tasks and activities
Develop an understanding of Facilities management, health and safety, and environmental management responsibilities and contribute to their compliance
Manage office overhead budget, explains variances
Work with Indirect Project Manager, Regional Workplace Ops Manager, and Program Manager to review office budget as needed
Maintain office and breakroom supplies
Maintain Workplace equipment
Maintain and troubleshoot AV equipment
Liaison to Property Management/Property Maintenance
Coordinate building/suite access badges for staff
Work to resolve office suite issues when needed
Use Facilities Management tools
Order regionally for line manager-requested new hire computer peripherals
For local new hires, review authorization documents and complete/submit employer section of verifications
Provide virtual Workplace Ops support to other offices within region
Coordinate catering, set up/tear down of internal/client meetings and events as needed
Maintain schedule and coordination of conference room meeting spaces
Responsible for maintaining onsite and offsite file maintenance and archiving (Iron Mountain)
Be onsite for and assist with office moves