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Global Workplace Coordinator

Carlsbad, CA 92008

Posted: 10/14/2024 Employment Type: Contract Job Category: Administrative Job Number: 615050 Is job remote?: No Country: United States

Job Description

Target Pay Rate: 30-33.05/hr **salary will be commensurate with experience 

Job Description:

Client is passionate about providing exceptional service to our employees and guests. This role serves as the first point of contact for all who visit and call our Carlsbad office. The Global Workplace Coordinator will be hospitality focused, poised, polished, comfortable with being forward facing and providing the highest level of service to stakeholders. This position is site-based only and not remote.
The Global Workplace Coordinator teams with the Global Workplace Departmentunder the direction of the Global Workplace Manager in supporting theday-to-day operations of offices. This includes:

Front Office:
  • Warmly and enthusiastically greets visitors/employees and notifies appropriate parties of arrival
  • Answers, screens and transfers all telephone calls which ring through the main line and maintains general voicemail box
  • Upholds a clean, organized and welcoming lobby atmosphere
  • Receives, sorts and distributes incoming/outgoing mail and other courier packages
  • Maintain inventory and order office supplies, refreshments/snacks, and amenities as needed
  • Conference room setup and catering management as needed for meetings

Administrative:
  • Provides administrative support for the Global Workplace Department as needed
  • Provides administrative support for Carlsbad as needed
  • Manages business card orders for Carlsbad and Field employees
  • Manages Office Supply Ordering and Inventory
  • Manages FedEx account: Sets up and disables user accounts, processes invoice payments, Processes outgoing domestic and international FedEx packages as needed
  • Maintains monthly invoice& purchase card tracking spreadsheet for all charges to Facilities cost center
  • Attend Administrative meetings and collaborate with Global and local Business Support for learning and growth opportunities


Building Maintenance:
  • Ensures the overall organization, cleanliness, and safety of interior and exterior building
  • Ensures daily stocking ofsnacks, beverages/coffee, cups, utensils, condiments, restroom amenities
  • Maintains inventory and expiration dates of supplies, snacks, beverages, and amenities and ensures prompt ordering when stock is running low
  • Maintains supplies and organization of all copy rooms
  • Maintains organization in storage closets
  • Ensures meeting spaces/rooms are organized, stocked, and orderly on a daily basis
  • Resets workstations after use
  • Onsite event setup/breakdown and support during onsite events
  • Maintains kitchen cleanliness throughout day, runs dishwashers at the end of shift, unloads at beginning of shift, empties pods and cleans coffee machines on regular basis, refills water, beans, and descales espresso machines, maintains sanitation of all kitchen appliances.
  • Reports any building maintenance or janitorial needs to GWP manager
  • Maintains generator log

Systems:
  • Enters building work orders to property management system, Workspeed as they arise and follow-through to completion. Alerts Global Workplace Manager of any urgent or outstanding issues or repairs that require escalation.
  • Manages badge system: Issues and disables access badges, runs audit reports as needed
  • Manages Envoy Visitor Management System and provides support to employees as needed
  • Maintains Booking software: Expert in backend administration of system, troubleshoots and provides support to employees as needed, maintains data integrity within the system, provides assistance with desk and meeting room bookings and coordination
  • Maintains Digital Displays in the office and partners with Employee Communications Department for new campaigns
  • Creates and maintains Front Desk Operations Manual for all systems and processes
  • used in Global Workplace

Vendor Management:
  • Maintains vendor contactlist and COIs
  • Schedule onsite vendor appointments and notify other departments as needed
  • Notifies GWP Manager when building issues arise that require vendor work
  • Processes vendor payments through Accounts Payable or credit card
  • Works in procurement system, collects, and maintains vendor Quotes, Master
  • Service Agreement Statement of Work, invoices, Certificate of Insurance, W-9,new vendor set up.

Environmental Health & Safety:
  • Performs monthly checks on Fire Extinguishers and coordinates annual inspections
  • Maintains 1st Aid, AED, and CPR Certification and acts as safety responder
  • Proactive and prompt in reporting and addressing safety hazards in the office
  • Remove tripping hazards (door stops, cords, etc.)
  • Wipe spills/leaks right away
  • Place wet floor signs when appropriate
  • Maintains ESG Data
  • Maintains Compliance Calendar
  • Other EH&S projects and initiatives as needed

Completes and/or assists with special projects, and other assignments as assigned

Experience/Skills/Requirements
  • Facilities and/or hospitality experience required
  • Poised, professional, and comfortable being the face of the office
  • Excellent troubleshooting skills
  • Comfortable with a combined administrative and hands-on role to help with building operations and onsite events
  • Exceptional interpersonal skills and comfort in a forward-facing role with constant interaction with employees, visitors, and vendors
  • CPR, 1st Aid, AED Certified and able to act as 1st Responder during emergencies (Can become certified within 1 month of start date)
  • Can lift up to 25 pounds
  • Comfortable interacting with all levels of the organization
  • Project management experience is a plus
  • Proficient in MS Suite, Teams experience a plus
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About Carlsbad, CA

Start your next chapter in scenic Carlsbad, California! Known for its stunning beaches, year-round sunshine, and vibrant cultural scene, Carlsbad offers a truly unique backdrop for career growth. Imagine working in this coastal paradise, with attractions like Legoland California Resort, the Flower Fields, and the historic Leo Carrillo Ranch adorning your commute. Enjoy exploring local art galleries, catching a play at the New Village Arts theater, or cheering on the San Diego Legion rugby team at Torero Stadium. With numerous parks, hiking trails, and top-rated golf courses nearby, Carlsbad provides the perfect work-life balance. Let our job listings connect you with exciting opportunities in this dynamic region – where every day feels like a vacation!

Although this hasn't been an issue at Planet Pharma, the staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly and never provide banking information during the application process. Candidate safety is a top priority at Planet Pharma.