Admin Coordinator

About the Role

The main responsibility will be to manage the overall Hard and Soft Services within the client premises that include the external vendor management, internal team management, H&S Management, Financial management and most importantly the client stakeholder's management as per the CBRE Standard Operating Procedures.

What You Will Do

• Make sure the building hard services are managed as per the CBRE and industry standards i.e., MEP, HVAC, Fire System, Elevators and Security equipment, Genset, UPS System and building Fabric etc.
• Make sure the building soft services are managed as per the CBRE standards.
• Make sure all the Preventive and Corrective Maintenance are successfully executed as per the schedule and on need basis with no failure.
• Make sure all internal and external client key people are fully in loop for any maintenance activity and will make sure there is no surprises to the business.
• One of the key responsibilities of the WFC is to manage external vendors i.e. sourcing in coordination with the sourcing team, vendor visits for all PPM and reactive maintenance, vendor QHSE Management, Work Completion, vendor payments in coordination with the Finance team and other stakeholders in the business.
• Assisting the Facilities Manager in completing all the Asset surveys and condition survey of the Critical/non-critical assets installed at facility.
• To manage the front desk activities and lead the service excellence.
• Displays a warm friendly, professional greeting to all those entering the property. Answers telephone in friendly, professional manner. Maintains accurate records of service requests and status.
• Maintains records and logs of service requests and tracks their status.
• Maintain CBRE and Client HSE documents for audit purposes.
• Responds promptly with accurate and thorough information according to the specific request.
• Arranges and confirms recreational, dining, and/or business activities.
• Serves as point-of-contact for the facilities team as representative of the Workplace Concierge team.
• Follows security and emergency procedures as defined for the property. Responds to emergency situations in a calm, efficient manner. Summons appropriate assistance and makes appropriate notifications in accordance with operating procedures.
• Provides personal services to employees and guests such as arrangement of transportation and travel arrangements, office wayfinding, lobby appearance management, visitor volume tracking and reporting, reception services, visitor refreshments, storytelling and campus tours, meal and activity reservations, guest and administrative support (preparation of meeting materials), shipping, coordinate car detailing and on-site car refueling, laundry and dry cleaning services, gift and package orders and other services as needed.
• To support the FM in preparing GAP reports of the walkaround with Tech teams.
• JH will have to train and guide vendors on CBRE PO creation tools etc.
• Working knowledge of Health and Safety procedures and can implement these on site.
• Establish and maintain a good working relationship with all CBRE Managed Services employees and clients' representatives.
• Maintain the professional image of CBRE Managed Services always and promote CBRE services.
• Ensure that all CBRE subcontractors are appropriately supervised, and comply with contractual commitments, and site operating processes.
• Promote and maintain the core Values of CBRE and the client.
• Work on own and as part of a team.
• Improve site compliance and manage the site logbook system.
• Receiving client issues and resolving these issues effectively without disruption to business or compromising client relationships.
• Be prepared for inclusion on a call out rota for out of hours emergency response.

What You Will Need

SUPERVISORY RESPONSIBILITIES

Role primary job is to supervise vendors and technical CBRE team to achieve the objectives as per the SLA/KPI agreement with the client with no exception.

Education and Experience

• Must be educated with at least a bachelor's degree.
• A minimum of 5 years of experience preferably in FM industry.

Communication Skills

• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence.

Financial Knowledge

• Any experience or knowledge in Finance is a must for this role.

Reasoning Ability

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

Other Skills and/or Abilities

• Microsoft Office Suite having very good hands-on experience on MS Excel, PPT and Windows.
• Basic knowledge of HSE documents, i.e. RAMS.

Why CBRE

When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact. Our collaborative culture is built on our shared values - respect, integrity, service and excellence - and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential. We welcome all applicants.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.

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