Office & Soft Services - Workplace Exp Coordinator

CBRE Workplace Experience Coordinator

As a CBRE Workplace Experience Coordinator, you'll be responsible for delivering a world-class customer service experience to employees and guests of a designated building. This job is part of the Workplace Experience function. They are responsible for providing world-class customer service to the clients and visitors of a designated building.

Core Responsibilities

Front-of-House & Customer Experience

• Serve as a warm, polished first point of contact for employees and visitors; issue visitor/parking badges and adhere to site security protocols.
• Support meeting and event logistics including room booking, setup/tear-down, and supply coordination.
• Assist with vendor coordination and communication to support Workplace Experience services.

Mailroom Operations (Primary Emphasis)

• Receive, audit, and log all incoming deliveries; reconcile items against documentation and ensure same-day delivery whenever possible, or communicate next-day expectations.
• Maintain strict chain of custody and confidentiality for inbound and outbound mail, including accountable packages.
• Prepare outgoing shipments (FedEx/US Government Client), ensuring appropriate packaging, labeling, and compliance.
• Monitor, maintain, and restock mailroom and postage supplies.

Copier/MFD & Supply Areas

• Oversee the copier/MFD fleet (Client), serving as the first point of escalation for service issues, paper/toner replenishment, and basic troubleshooting.
• Maintain clean, organized, and fully stocked supply rooms, copy and print stations.

Space Reset & Workplace Upkeep

• Conduct routine "walk-the-space" rounds with a strong attention to detail; reset conference rooms, common areas, pantries, and supply stations to established standards.
• Support open/close routines for front-of-house and shared spaces; submit and track janitorial and maintenance work orders as needed.

Team Support & Coordination

• Collaborate with the Workplace Experience team to support onboarding/offboarding tasks, event preparation, and general office operations.
• Identify opportunities to streamline processes and elevate the employee and guest experience.

Safety, Security & Compliance

• Follow property-specific emergency, safety, and security procedures and escalate issues promptly when required.

What You'll Do:

• First point of contact for all those entering the facility. Greet them with a friendly and welcoming demeanor. Issue visitor and parking passes and follow security protocols.
• Make a memorable first impression by answering the telephone in a professional manner. Create presentations and speak to various-sized groups.
• Arrange and confirm recreational, dining, and business activities on behalf of the requestor.
• Manage janitorial or maintenance work orders as needed. Coordinate and execute workplace services including mail, office supply services, and onboarding.
• Acknowledge inquiries or complaints from employees, guests, and co-workers. Provide solutions in a professional customer service-driven manner.
• Organize and manage on-site events. This includes securing event space, set up and tear down of the room, and delivery of supplies.
• Follow property-specific security and emergency procedures. Notify appropriate parties to ensure the safety of all individuals in the building.
• Coordinate with vendors who supply services or goods to the workplace.
• Explain detailed and/or complicated information within the team. Follow specific directions as given by the manager.
• Impact through clearly defined duties, and methods and tasks are described in detail. Use existing procedures to solve straightforward problems while having a limited opportunity to exercise discretion.

What You'll Need:

• High School Diploma or GED with up to 2 years of job-related experience.
• Ability to follow basic work routines and standards in the application of work.
• Communication skills to exchange straightforward information.
• Working knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.
• Strong organizational skills with an inquisitive mindset.

Qualifications:

• High school diploma or GED required, associate degree or higher preferred.
• 24 years of experience in customer-facing roles across office services, hospitality, reception, facilities, or mailroom operations; hybrid experience strongly preferred.
• Proficiency in Microsoft 365 (Outlook, Excel, Word, Teams); familiarity with shipping platforms and postage systems (ie: Client) a plus.
• Ability to lift/move packages (25 lbs.), conduct space rounds, and perform basic equipment troubleshooting.

Skills & Characteristics (What Great Looks Like)

• Hospitality mindset & polish: Professional, warm, confident communication with the ability to remain calm and poised under pressure.
• Highly organized & detail-driven: Meticulous follow-through, accurate logging/labeling, and disciplined chain-of-custody practices.
• Trustworthy & discreet: Handles all sensitive information and deliveries with confidentiality and care.
• Proactive problem solver: Spots issues early (supplies, equipment, space readiness), proposes solutions, and drives them through to completion.
• Team-first collaborator: Works seamlessly with Workplace Experience colleagues, building partners, and vendors to uphold workplace standards.
• Tech-comfortable: Quickly learns and navigates workplace systems (badging, room booking, CMMS/work orders, shipping tools).

Key Success Metrics:

• Mail SLAs: Timeliness, accuracy, and zero chain-of-custody lapses.
• Front-of-house satisfaction: Positive employee/visitor feedback and service experience.
• Workplace readiness: Consistent achievement of space-reset standards and audit scores.
• Equipment uptime: Responsive and effective first-line copier/MFD support.
• Process improvements: Demonstrated enhancements that reduce friction and elevate service.

Work Schedule & Environment:

• On-site role during core business hours, M-F 7:30 to 4:30pm, with flexibility for events, high-volume delivery days, and occasional early/late front-of-house coverage

Interview Process:

In person interviews