Global Workplace Coordinator
Location: Carlsbad, CA
Contract Duration: 12 months
Max Pay Rate: $33.05/hr.
Overview
Join our dynamic team as a Global Workplace Coordinator, where your commitment to exceptional service will enhance our office environment. In this role, you'll be the welcoming face of our Carlsbad office, ensuring a seamless experience for both employees and visitors. This is an on-site position, ideal for someone with a hospitality background who thrives in a collaborative, fast-paced setting.
Key Responsibilities
Front Office Management
- Greeting Visitors: Warmly welcome guests and employees, notifying relevant parties of arrivals.
- Call Management: Answer, screen, and transfer phone calls while maintaining a professional voicemail system.
- Lobby Maintenance: Ensure a clean, organized, and inviting lobby atmosphere.
- Mail and Packages: Receive, sort, and distribute incoming/outgoing mail and packages.
- Supplies Management: Maintain inventory and order office supplies, refreshments, and amenities as needed.
- Meeting Support: Set up conference rooms and manage catering for meetings.
Administrative Support
- Provide comprehensive administrative assistance to the Global Workplace Department.
- Manage business card orders and oversee office supply inventory.
- Handle FedEx account operations, including invoice processing and package management.
- Maintain accurate financial tracking for the Facilities cost center.
- Participate in administrative meetings to foster collaboration and growth.
Building Maintenance
- Oversee the cleanliness and safety of the office, both inside and out.
- Ensure daily stocking of snacks and beverages and maintain restroom amenities.
- Organize meeting spaces and common areas to ensure readiness for use.
- Assist with onsite event setup and breakdown, maintaining kitchen cleanliness throughout the day.
- Report maintenance needs to the Global Workplace Manager.
Systems Management
- Enter and track building work orders in the property management system.
- Manage the access badge system and maintain the visitor management software.
- Administer booking systems and ensure data integrity for desk and meeting room reservations.
- Collaborate with the Employee Communications Department on digital displays and campaigns.
Vendor Management
- Maintain a comprehensive vendor contact list and manage appointment scheduling.
- Process vendor payments and oversee procurement documentation.
Environmental Health & Safety
- Conduct monthly checks on safety equipment and coordinate inspections.
- Act as a safety responder and maintain necessary certifications.
- Proactively address safety hazards and maintain compliance with health regulations.
Qualifications
- Experience: Minimum of 5 years in facilities management or hospitality.
- Mindset: Outgoing and hospitality-focused with a strong commitment to service excellence.
- Technical Skills: Comfortable troubleshooting basic tech issues; HVAC and plumbing diagnostics preferred.
- Certifications: CPR, First Aid, and AED certification (can be obtained within 1 month of start).
- Physical Requirements: Ability to lift up to 25 pounds.
- Interpersonal Skills: Exceptional communication and interpersonal skills, comfortable engaging with all levels of the organization.
- Project Management: Experience is a plus.
- Software Proficiency: Proficient in Microsoft Office Suite; experience with Teams is a plus.
