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Global Workplace Coordinator

Carlsbad, CA 92008

Posted: 03/08/2023 Employment Type: Contract Job Category: Facilities Job Number: 548584 Is job remote?: No Country: United States

Job Description

pay rate range: $20-25/hr

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 Department under the direction of the Global Workplace Manager in supporting the day-to-day operations. 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

? Provides administrative support for Global Workplace Department as needed
? Provides administrative support for Carlsbad and field-based employees as needed
? Supports GWP Manager with COVID-19 testing program and processes employee requests for tests
? Manages business card orders for Carlsbad and EMD Field employees
? Manages Office Depot account: Sets up and disables user accounts, troubleshoots, resolves problems, and provides support for employees as needed.
? 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 admin teams for learning and growth opportunities

Building Maintenance:
? Ensures the overall organization cleanliness of interior and exterior building
? Ensures daily stocking of snacks, beverages/coffee, cups, utensils, condiments, restroom amenities
? Maintains inventory and expiration dates of supplies, snacks, beverages, 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 daily basis
? Resets workstations after use
? Onsite event setup/breakdown and support during event
? 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

? Enters building workorders to property management system, Workspeed as they arise and follows 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
? Office Space Desk Booking software Champion: Expert in backend administration of system, troubleshoots and provides support to employees as needed, maintain data integrity within system, ensures employees are compliant with desk registration and Safeguard form prior to office entry
? Maintains Digital Displays in office and partners with Employee Communications Department for new campaigns
? Creates and maintains SOPs for all systems and processes used in Global Workplace

Procurement Coordinator/Vendor Management:
? Maintains vendor contact list in Air Table
? Schedule onsite vendor appointments and notify other departments as needed
? Ensures proper vaccine validation is collected and maintained prior to vendor arrival
? Notifies GWP Manager when building issues arise which require vendor work
? Masters procurement system and processes, initiates Non-Disclosure Agreements 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 office
? Remove tripping hazards (door stops, cords, etc.)
? Wipe spills/leaks right away
? Place wet floor signs when appropriate
? Other EH&S projects and initiatives as needed

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

? 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
? 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 organization
? Project management experience is a plus
? Proficient in MS suite, Teams experience a plus
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