Workplace Coordinator / Office Administrator

Arcadis•Coral Gables, FL

15h•$22 - $25

About The Position

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets. We are more than 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together. Role description: Arcadis is looking to hire a Workplace Coordinator who can provide a comprehensive Workplace Facilities Management service including providing high quality customer service and technical support provision to all the users of the Coral Gables, FL Arcadis office. Understanding and using relevant Facilities Management procedures and processes to ensure consistency and compliance. Maintain office operations by receiving and distributing communications; maintain supplies and equipment; assist the office staff with Workplace projects, systems, and procedures. Support Workplace Operations (Ops) Regional Manager in the management of the office and provision of the facilities management agreed services for the office. Role accountabilities: Position responsibilities include, but are not limited to: 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
Previous experience in a facilities management, administrative or customer service role.
Education required: Associates or Equivalent work experience
Strong Microsoft Office skills (Teams, Word, Excel, PowerPoint)
Strong Interpersonal and organizational skills.
Basic Financial skills, able to work with budgets and invoices.
Exercises discretion and confidentiality.
Deals effectively with rapidly changing priorities and last-minute deadlines.
Detail-oriented, dependable, proactive and ability to work with minimum supervision.
Potential travel required for this position.
This position does not manage others.

Nice To Haves

Registrations/Certifications preferred: Notary

Responsibilities

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.

Benefits

Arcadis offers benefits for full time and part time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement.
We offer nine paid holidays and 15 days PTO that accrue per year.
The salary range for this position is $22/Hr - $25/Hr. Actual salaries will vary and are based on several factors, such as experience, education, budget, internal equity, project and location.

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