Job Description

WHO WE ARE

CBRE is the global leader in commercial real estate services and leverages the industry's most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. Globally we employ over 70,000 employees and operate in 48 countries.

CBRE has been ranked the industrys top brand by the Lipsey Company for 15 consecutive years and has been named one of Fortunes Most Admired Companies in the sector four years in a row. Through our values of respect, integrity, service and excellence, we maintain a relentless focus on creating winning outcomes for our clients, employees and shareholders.

The commercial real estate market is undergoing a significant and exciting change driven by data and technology. Digital and Technology powered products play a vital role in CBREs mission to create unmatched value for our clients.

WE OFFER

A commitment to providing you with career growth opportunities within your CBRE career

An open source culture/atmosphere that encourages learning and contributing back to the community.

Energetic and collaborative teams and consulting partners

We support staying on top of the latest best practices and tools

A competitive compensation package, complete with benefits (Medical/Dental/Vision/401(k)/Disability)

Paid holidays/vacation

WHO YOU ARE

You thrive in environments where you get to focus on providing World Class Service through administrative support to an office as well as the facilities team with submitting and following up on work orders, tracking projects, and partnering with vendors.

You enjoy being that first point of contact for people, that go-to person, that friendly face and/or voice of the company when interacting with the client, greeting visitors, and answering calls.

You have scheduling flexibility to work between the hours of 7:00 AM to 4:00 PM (i.e. 7:00 AM 3:30 PM or 7:30 AM 4:00 PM) with rare, occasional events that will occur outside of standard business hours.

JOB SUMMARY

Delivers CBREs world class service standards of excellence in all interactions and achieves business objectives through personally assisting in creating highly exceptional professional experiences. This is achieved by promoting a put the customer first approach from visitor check-in services to coordinating guests', tenants', and/or visitors needs.

Provides coordination and administrative support for the client and the facilities department through services that includes, but are not limited to: Concierge, Reception, Document Services, Light Mailroom Services, Record Archiving, Office Supply Management, Submission and Tracking of Work Orders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Is the key contact in assisting guests, customers, and/or tenants with special arrangements or service requests, can include but are not limited to reservations, transportation, area locations, visitor check-in, and any other personal or professional service need.

Initial key contact for potential customer issues and complaints, will resolve basic level complaints and communicate higher level more complicated situations to leadership.

Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms. May arrange for and reserve projectors and other meeting equipment, ensuring equipment is in good operating condition. Arranges video and/or web conferencing as needed.

May coordinate catering for meetings and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.

Performs general clerical duties associated with distributing packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight and mail. Meters mail. Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.

Orders office supplies and other common use items for the location, such as caf supplies, equipment toner, printer paper, freight and shipping supplies etc.

Maintains neat appearance reception area, conference rooms caf and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.

Maintains a file of services including transportation sources, accommodations, and referral contacts. May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc. Maintains records and logs of service requests and tracks their status.

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.

Maintains calendar and contact database, schedules appointments, completes travel or conference arrangements and may arrange meetings and conferences for an assigned work group.

May perform administrative duties specific to department such as, conducting research, updating databases, and preparing collateral materials for mass mailings.

Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

High school diploma or general education degree (GED) and a minimum of two years of related experience and/or training.

Experience in an administrative support role within Facilities, Healthcare, HSE, and/or Compliance is helpful

CERTIFICATES and/or LICENSES

None

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 supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

FINANCIAL KNOWLEDGE

Requires general knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

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

Intermediate experience with Microsoft Office Suite. Comfortable with embracing new technologies and digital tools; such as Apps, databases, financial management, work order management systems, social networking, cloud technologies, handheld mobile technologies and applications.

Familiarity with Work Order Management Systems (WMMS) is a strong plus.

Physical ability to assist. Able to lift 30 lbs.

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.