Workplace Services Coordinator

The Workplace Services Coordinator will be a hands-on administrative employee and positive role model who demonstrates the ability to balance and execute both tactical and project-related responsibilities. They will work closely with the Workplace Services Regional Manager and Director to attain office goals, develop effective working relationships with the internal client base, and implement processes/ schedules to ensure effective and efficient day-to-day operations of the office and coordinating events with clients.

This position reports to the Workplace Services Director. The individual in this role will be expected to be in the office 5 days/week, with occasional teleworking being acceptable. Candidate must be willing to travel on occasion within APAC.

The role is expected to grow in line with the office’s growth and expansion.

Responsibilities:

Daily Tasks -

• Provide reception coverage including answering and forwarding phone calls, attending inquiries and greeting office guests.
• Provide onsite support for corporate departments (i.e. Marketing, Legal, IT, HR, Recruiting, Accounting)
• Prepare and submit office expense reports for approvals.
• Track stock of office and kitchen supplies, placing orders and purchasing when necessary
• Maintain all office machines and equipment (e.g., fax machines and printers, cleaning coffee machine etc.), coordinating with suppliers.
• Create and manage the office budget and spending.
• Maintain petty cash funds and coding invoices for accuracy and payment.
• General onsite IT-related support including responsibility to ensure video conference room technology is functional and acting as a resource for firm technology.
• Liaise with all vendors, including cleaning, catering, phone company, fire extinguishers, etc.
• Maintain the office condition by arranging necessary repairs and coordinating with the Workplace Portfolio team as needed.
• Be the first point of contact and representative for BRG with the building manager and building maintenance team.

Additional Tasks -

• Office visitors: ensuring any security protocols are met with the building; arrange workspace; provide relevant helpful information to visitors.
• Assist with event coordination, and execution for both internal and external focused events. Events may require after-hours onsite support and supervision.
• Vendor management including contract and price negotiations with office vendors and service providers.
• Courrier services & mail: ensuring that all daily outgoing mail requests including letters, FedEx, and courier are fulfilled and ready for pick up packages, mail etc.)
• Implement and maintain office administrative procedures and safety procedures: Ensure health and safety guidelines are updated, ensure fire marshals and First Aiders are nominated and trained, Liaise with building management on safety and security processes and updates.

Supporting Practice Groups and Staff

• Ad hoc request from MDs (contacts list at BRG, etc.) and Ds
• Assist with scheduling and set-up of meetings and appointments (Meeting set-up including ordering catering and TEAMS set-up)
• Support directors in management of their calendars, including day-to-day schedules/tasks.
• Occasional involvement in document production and provide editing, distributing, organizing, filing, proofreading and translation support as requested.
• Plan and coordinate office social events.

• Provide general administrative assistance to office staff (travel arrangements, meeting set-up, transport, conference registrations)
• Assist in the onboarding process for new hires, phones, offices space.
• Work with IT on laptop preparation and replacement, etc.

Skills and Experience Needed:

• Provide exceptional client service to visitors, candidates, and employees with a positive, upbeat, and hands-on approach.
• Proven experience in a similar role within Professional Services, Law or a similar Consulting environment would be beneficial but not necessary
• Be a proactive and engaged problem solver that can think outside the box, work independently, and seek guidance when appropriate.
• Project a mature presence, empathy, and intellectual curiosity.
• Demonstrate attention to detail, follow through on assignments to completion, and multi-tasking in an environment with rapidly changing priorities.
• Advanced Microsoft Office skills including PowerPoint and Excel. Experience with Microsoft Teams a plus.
• Comfortable with technology, both learning new applications and being a resource in support of others.
• Demonstrate strong time management, project management, and organizational skills.
• Exhibit excellent written and oral communication skills with a confident and clear communication style.
• Ability to handle sensitive information and preserve confidentiality.
• Be open and able to collaborate with multiple stakeholders to get things done.
• Research, summarize and communicate important details.
• Be flexible and adaptable to changing circumstances and energetically embrace new responsibilities.
• Proficiency in English language. Mandarin language skills are encouraged.
• Willing to work flexible hours on occasion when needed.

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