Facilities Coordinator parttime (30%)

Job ID

160665

Posted

03-Apr-2024

Service line

GWS Segment

Role type

Part-time

Areas of Interest

Facilities Management

Location(s)

Brussels - Brussels Hoofdstedelijk Gewest - Belgium, Leuven - Vlaams-Brabant - Belgium

Hi, we’re Host!

For our client Keysight in Rotselaar (Leuven) we're looking for a workplace experience receptionist /facility coordinator parrtime (30% - 33hours/week)

We believe your office should allow you to feel comfortable, productive, and inspired in your working life. Because when people feel inspired, great things happen.

As the heart of the workplace, you will help foster a sense of community by putting the well-being of others at the forefront. As you collaborate with colleagues to create a culture of support, you will have countless opportunities to inspire moments of delight and pursue amazing outcomes each day.

With Host, you can join a team that elevates the office experience by delivering world-class services that make coming to work better than it’s ever been

The Workplace Experience Reception role is at the forefront of delivering a positive office experience as a cultural ambassador, community advocate and service leader. In this role, you would provide workplace reception services and support to increase individual well-being, personal productivity, and organizational effectiveness.

This Host uses people-led, technology-enabled services to connect employees to their environment via their mobile devices, as well as through high-touch services and world-class customer service support delivered by employees like the Workplace Experience Coordinator/Ambassador. As part of a “front-of-house" team, the Workplace Experience Receptionist/Ambassador is responsible for creating a supportive and comfortable atmosphere by welcoming visitors and supporting all employee-facing reception services.

Essential Duties and Responsibilities

• Provides coordination and administrative support for delivery of Workplace Services. Services include, but are not limited to:

• Reception

• Facilities Service Desk & Work Task Management

• Locker Management

• Client and supplier relations

• Weekly/monthly meetings

• Workplace Coaching & Onboarding

• Parking & Commute

• Monthly self assessment / Hazard reporting

• Technical advice/SI7

• Mail Room Services (If applicable)

• Office Supply Management

• Furniture Management

• Budget control/follow up

• Projects

• LL relations 2 sites

• Act as the fir(st point of contact for visitors and colleagues in the building

• Support the organization and coordination of office operations and procedures.

• Manage the colleagues request through outlook and slack (parking, badges, questions)

• Provide support for the Amazon team as directed, including, meeting coordination, office and workplace experience equipment care, and supply management.

• Responds to customer requests and complaints regarding Workplace Experience services in time.

• Provide inspections on the floors and meeting rooms.

• Contact relevant personnel for troubleshooting complex issues.

• Support community engagement events and enterprise-wide initiatives

• Tracks questions and responses, provide feedback to respective parties with frequently asked questions or additional support colleagues may need.

• Maintains relationships with vendors that provide services and goods to the office.

• Be a local expert and a gateway for colleagues to connect with the surrounding community.

• Managing Inventory, ordering for office stationery, archiving

• Order lunch / food arrangements

• Assign, clear and update locker information in the system and assist colleague with re-setting when required.

• Vendor contact and client contact

• Provide self-assessment / Hazard reporting / E-logbooks and HSE Compliance

• Technical Advice and SI7 input/output/ projects

• Weekly / monthly meetings with client / CBRE collegues and reporting line

• Budget responsible, follow up on buget

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• A minimum of 3 years related experience in hospitality reception is mandatory.

Communication Skills

• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine checklist reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

• Comfortable meeting and engaging with new people.

• Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.

Reasoning Ability

• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

• Ability to work under pressure and quickly.

• Ability to manage different tasks at the same time.

• Follow the processes in place.

• Good communication skills

• Teamplayer

Other Skills and/or Abilities

• Fluency in English/Dutch and French - this role requires daily communication, both written and verbal, in English, therefore the spoken and written fluency is necessary.

• Strong skills with Microsoft Office Suite products such as Word, Excel, PowerPoint , SharePoint, Outlook, etc. Comfortable with and embracing of new technologies and digital tools, such as Apps, databases, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.

• Best candidates will have a genuine interest in in anticipating and serving the needs of others. A warm demeanor and desire to collaborate with others is key.

• Be punctual and respect of the deadline for any inquiries.

Scope of Responsibility

• General understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

Safety

• Complete at a satisfactory level all required and assigned HSE training

• Follow all activity policies and procedures, including all HSE related requirements at all times

• Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.

• Report any condition which you feel could result in an accident or injury and / or stop work if required.

• In addition:

• Be aware of and understand all safe work practices and procedures and potential hazards associated with the work environment.

• Maintain and wear at all times required appropriate personal protective equipment if needed (PPE)

• Apply appropriate material handling techniques at all times.

We offer:

You will be welcomed in a dynamic environment where diversity and inclusion are highly valued. You will be based at a client site who has logistic offices / warehouses all over the world. The client site you will be working on is in Rotselaar (Leuven). You will report to the CBRE Facility Manager onsite. A bench marked salary with additional benefits such as, meal vouchers, eco cheques, insurance, etc.

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)