Workplace Experience Coordinator

Job Title: Workplace Experience Coordinator - Office & Soft Services
Contract Duration: 3 Months
Pay range: $22 - 24/hr
Location: Lexington, MA
Work Type: Onsite, Monday - Friday 8 am - 5 pm. (1 hour lunch) or 8:30-5 (30 min lunch). Any requests for earlier arrival would be ad hoc, and the end time would shift.

Job Summary:

• As a Workplace Experience Coordinator, you'll be responsible for delivering a world-class customer service experience to employees and guests of a designated building.
• This job is part of the Workplace Experience function. They are responsible for providing world-class customer service to the clients and visitors of a designated building.
• This position is responsible to support and coordinate activities related to the delivery of workplace experience services for clients, where offered, including administrative support for teams managing and directing services.
• Services may be directly performed by the company or third-party service providers in collaboration with this position.
• Our client is looking for someone with good customer service skills who can handle some pressure, keeping things confidential and ensuring that they can communicate well with me and the workplace services team.

Daily Responsibilities:

• Welcoming client and guests, customer service and client facing attitude
• Assisting with front desk, reservations, vendor escorting, ID/badge administration
• Receiving and shipping packages
• Pantry stocking
• Printers operating and set up
• Assisting in any office changes, coordination
• Work order management/submission- based on building maintenance requests
• Open to constructive feedback and situational adaptability based on manager advisement
• Dealing with problem-solving in situations and being solution driven

Job Responsibilities:

• Workplace Experience Coordinator provides coordination and administrative support for the delivery of Workplace Services.
• Services include, but are not limited to: Concierge Reception / Conference & Meeting Room Management A/V Support Meeting & Event Management Community Programs Workplace Coaching & Onboarding Food Services Parking & Commute Bicycle & Local Shuttle Supported Employment Company Store Pet Programs Document Services Mail Services Record Archiving Office Supply Management Moves, Adds, Changes Furniture Management Space Reset Workplace Onboarding Assists the Workplace Experience leadership team with general administrative support including invoice processing, travel arrangements, expense reporting, etc.
• Request building and/or equipment services as needed. Provides administrative support for the Workplace Experience team as directed, including expense management, meeting coordination, office and workplace experience equipment care, and supply management.
• Manages accuracy, production, quality, and retention of program materials, which may include administration of SharePoint sites or similar. Ensures client and company materials comply with client and company brand guidelines.
• Utilizes and maintains integrity of databases and other digital tools associated with service delivery, as requested. Ensures all billings for business services are invoiced and billed as required. Attends move meetings and coordinate all moves with client contacts.
• Respond to customer requests and complaints regarding Workplace Experience services.
• Maintain relationships with vendors that provide services and goods to the office.
• Ensures all vendors used have current proof of insurance and contractual documentation in place, per requirements.
• Administers Workplace Experience team member and third-party service provider on-boarding process, including new employee orientation, training, equipment and software ordering. Assists in the completion of the office Business Continuity plan. Performs other duties as assigned.
• 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.
• Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisors.
• 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.
• Financial Knowledge- Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
• Reasoning Ability- to understand and carry out general instructions in standard situations.
• Ability to solve problems in standard situations. Requires basic analytical skills.
• Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc.
• Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, 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.
• Physical ability to assist with warehouse operations. Able to lift 50 lbs.

What You'll Do:

• First point of contact for all those entering the facility. Greet them with a friendly and welcoming demeanor. Issue visitor and parking passes and follow security protocols.
• Make a memorable first impression by answering the telephone in a professional manner. Create presentations and speak to various-sized groups.
• Arrange and confirm recreational, dining, and business activities on behalf of the requestor.
• Manage janitorial or maintenance work orders as needed. Coordinate and execute workplace services including mail, office supply services, and onboarding.
• Acknowledge inquiries or complaints from employees, guests, and co-workers. Provide solutions in a professional customer service-driven manner.
• Organize and manage on-site events. This includes securing event space, set up and tear down of the room, and delivery of supplies.
• Follow property-specific security and emergency procedures. Notify appropriate parties to ensure the safety of all individuals in the building.
• Coordinate with vendors who supply services or goods to the workplace.
• Explain detailed and/or complicated information within the team. Follow specific directions as given by the manager.
• Impact through clearly defined duties, and methods and tasks are described in detail. Use existing procedures to solve straightforward problems while having a limited opportunity to exercise discretion.

What You'll Need:

• High School Diploma or GED with up to 2 years of job-related experience.
• Ability to follow basic work routines and standards in the application of work.
• Communication skills to exchange straightforward information.
• Working knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.
• Strong organizational skills with an inquisitive mindset.

Must Haves:

• A minimum of 1 - 2 years related experience (e.g. Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is preferred
• Restaurant/Hotel-hospitality experience
• HS Diploma or GED required.

Benefit:

• Medical, Vision, and Dental Insurance Plans
• 401k Retirement Fund

About GTT:
GTT is a minority-owned staffing firm and a subsidiary of Chenega Corporation, a Native American-owned company in Alaska. As a Native American-owned, economically disadvantaged corporation, we highly value diverse and inclusive workplaces. Our clients are Fortune 500 banking, insurance, financial services, and technology companies, along with some of the nation’s largest life sciences, biotech, utility, and retail companies across the US and Canada. We look forward to helping you land your next great career opportunity!

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