Senior Workspace Experience Coordinator

Job Title
Senior Workspace Experience Coordinator

Job Description Summary

Job Description

Role Purpose:


The Senior Workspace Experience Coordinator plays a vital role in ensuring the seamless and timely execution of all tasks related to Workspace Services. Your primary objective is to cultivate a productive and well-organized work environment that aligns with the broader objectives of our client. Operating from their HQ office in Norwalk, your role is pivotal in supporting day-to-day on-site operations and addressing local business needs.


As the primary on-the-ground resource for office operations, this role proactively identifies opportunities to enhance efficiency, elevate employee experience, and optimize workplace functionality. The Senior Coordinator ensures a 5-star experience for staff, visitors, and contractors while maintaining a safe, welcoming, and well-functioning environment. By handling both logistical and physical space matters with a high level of autonomy, they enable the business to remain focused on its core tasks. Operating at the intersection of hospitality, workplace services, and facilities operations, they take ownership of maintaining a productive and engaging workplace with a strong commitment to excellence.


Core Responsibilities:

• Manage the operational aspects of the Facilities Management & Workspace Services (soft & hard) for our client, BHI, in alignment with the MSA.

• Ensure operational excellence in:

Reception and Administrative Support

• Serve as the primary front-of-house representative, ensuring a professional, welcoming, and well-organized reception experience for employees and visitors.

• Manage all reception duties, including greeting guests, handling visitor check-ins, and directing inquiries to the appropriate contacts.

• Maintain and manage accurate logs of shipments, visitor records, guest access badge distribution, and office inventory, ensuring records are up to date and easily accessible for tracking and reporting purposes.

• Manage incoming communication by answering calls, responding to emails, and handling mail and package distribution efficiently.

• Receive and distribute deliveries and mail.

Meeting Room & Hospitality Support:

• Ensure meeting rooms are always ready by overseeing cleanliness, setup, and functionality, including AV equipment checks and room organization, and proactively resetting spaces after meetings to maintain a seamless experience for the next users.

• Support event and meeting setup logistics, including catering, furniture arrangement, seating placement, and assist IT with AV equipment testing and coordination to ensure a seamless experience.

• Collaborate with BHI Workspace Experience team, BHI HR, and onsite Brand representatives to plan and execute engaging internal events and celebrations.

• Support local event planning, new hire orientations, Town Hall, Board week and other ad hoc meetings.

Office and Workplace Support

• Proactively inspect the office areas, systems, rooms, and common areas and coordinate any maintenance and repairs.

• Manage inventory and order office supplies, pantry consumables, and cleaning products to maintain stock levels.

• Coordinate weekly lunch for BHI as part of "Together Tuesdays"

• Serve as a liaison with cleaning teams, proactively coordinating schedules and standards to ensure a clean and well-maintained workspace.

• Support client's sustainability initiatives including sustainable waste management and energy conservation.

• Manage all office facility related requests.

• Vendor management as applicable, ensuring that vendors are delivering goods and/or services in accordance to contracted scope.

• Support office occupancy/ utilization reporting.

• Proactively identify operational efficiencies and cost savings opportunities.

Health & Safety

• Support the implementation and adherence to health and safety protocols, working closely with BHI HR and Brand leaders and BHI safety & security to ensure compliance with all regulations.

• Participate in LIRT (local incident response team) for crisis management preparedness including organizing the local response team in the event of a crisis.

Additional Duties

• Handle ad-hoc operational and administrative tasks as needed, ensuring workplace services run efficiently and smoothly.

Availability

• Available for after-hours overtime work with advance notice

Qualities and Personal Attributes: Essential (unless noted as Desirable)


Business Generation, Execution and/or enablement

• Uses knowledge of the business, along with relevant systems and procedures to support others and contribute to company and client objectives in achieving their financial, business and client goals.

• Identifies opportunities to learn more about CW commercial environment.

• Uses all available internal resources, systems and tools to help increase team productivity.

• Uses all contact with clients as an opportunity to build a positive image of the C&W brand.

• Identifies and improves processes, systems and work products to continually exceed internal and external client expectations.

• Identifies solutions that reduce cost.

• Seeks assignments and welcomes challenging activities.

• Looks for new ways to differentiate CW services from the competition.

• Shows initiative in identifying, and pursuing new opportunities and initiatives

Trusted Advisor and Expert

• Fosters collaboration and proactive communication across all organizational levels to share information effectively, ensuring transparency and alignment across stakeholders.

• Values diversity and actively encourages the unique contributions of colleagues and clients, promoting an inclusive work environment.

• Exhibits a keen attention to detail by addressing issues and queries promptly and accurately, demonstrating accountability for outcomes and consistently exceeding expectations.

• Supports colleagues in meeting client needs with a customer-centric approach, actively managing identified risks, and ensuring adherence to health and safety regulations.

• Takes a proactive approach to forecasting and evaluating commercial and financial risks, while implementing detailed procedures to mitigate their impact and enhance decision-making.

• Maintains deep expertise in the field, continuously updating knowledge, and proactively shares insights across organizational levels to support stakeholder needs.

• Actively listens to clients' critical business needs, using this understanding to develop tailored, timely, and effective solutions that align with customer priorities.

• Acts as a trusted advisor by making informed decisions, taking full responsibility for outcomes, and continuously staying current in their field to provide innovative and relevant guidance.

• Effectively manages stakeholder relationships, ensuring clear, transparent communication and fostering trust, while being proactive in anticipating and addressing client concerns.

Qualifications

• Degree educated - either Facilities Management, Building Services or business orientated

• Proven relevant experience if no formal higher education

• CPR/AED training highly desirable

Knowledge

• Familiarity with contemporary Workspace concepts and challenges

• Knowledge of Facilities Management processes and industry best practices

• Understanding of relevant Health & Safety legislation within the FM industry

• Proficiency in supply chain management principles

• Proficiency in conducting monthly reporting on service delivery, compliance, and workspace activities

• Proficient knowledge of Google Suite

Skill and Experience

• Proven track record in effectively collaborating with multiple stakeholders in matrix organization

• Possesses exceptional interpersonal skills, along with a positive "can-do" attitude, meticulous attention to detail, and a focus on customer satisfaction

• Actively engages with key client contacts and office populations, prioritizing their needs and building trust through proactive communication and support

• Experience in a fast-paced, professional setting preferred, ability to quickly implement and adapt to change

• Excellent, professional written and verbal communication skills

• 5+ years work experience

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate's experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $33.58 - $39.50

Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at View phone number on click.appcast.io or email View email address on click.appcast.io. Please refer to the job title and job location when you contact us.

INCO: "Cushman & Wakefield"