As Facilities Coordinator - Space you will collaborate with colleagues to inspire customer moments of delight and pursue amazing outcomes each day. Be an ambassador of a one team approach within Operations team, representing CBRE and Client brand. This is a role based in London where you will be responsible for the client space planning strategy & restacking plans within your sites in country, you own the occupancy planning for your locations and oversee the logistics of space planning projects within the organisation with detailed planning and flawless execution, providing high quality customer service and experiences creating a fun and safe place to work.
You will work closely with the other Space Team members and Sub Regional Leads to ensure consistency and to support each team through periods of peak demand and staff shortages. The ideal candidate will be customer focused, highly motivated, proactive, a developer of teams, confident in presenting data to the senior client team, team work and show great initiative to keep the office running smoothly.
Core Responsibilities
● It is the overall objective for all of our roles to participate in creating and enhancing our safety culture
● To support this you'll log quality hazards and ensure resulting actions are closed out. This helps make our spaces safer and improve the safety culture
● You control of all operational documentation process to ensure compliance with Health and Safety, statutory, regulatory and accreditation requirements held on site and ensuring duplicate documentation is also held as required for audit purposes
● You know and comply with all in country health and safety legislation
● Any activities you undertake comply with relevant statutory and industry related requirements
● Safety of the team is a key focus and you ensure a safe & healthy working environment, through compliance with all company policies and procedures, as well as client site policies, procedures and working arrangements
● You strive for ZERO reportable accidents / incidents as result of CBRE action or inaction (CBRE Corporate / Country Legislative reportable requirement)
● You report all accidents, occupational illnesses and emergencies
● To evidence our commitment to safety you ensure all safety audits as required
● You support Building Evacuation Team and First Aid activity
● You will embed a culture of safe working and compliance capturing RISE Behaviours
● You will actively engagement with CBRE communications and announcements
● Relationships are key to our success and you work hard to maintain constructive and positive professional relationships with clients, colleagues and supply partners
● You will ensure Playbooks are followed and maintained up to date and reflect current and best practice.
Operations
● You are the key contact for the Client at the locations you oversee for all Space related activities
● You lead and contribute to team huddles and meetings where applicable
● You ensure all specific facilities issues are logged and ensure remedial actions are completed proactively
● You oversee Space related Tickets ensuring they are dealt with promptly, accurately and manage overall traffic
● Upkeep of a tidy presentable general office, providing high class service, field tasks, reporting, experience
● You lead and execute office moves
● You own all moves, add, change processes and execution throughout the locations
● Coordinate strategic planning for moves, adds, and change, developing space strategy plan through blocking and stacking diagrams, and re-stack scenarios
● Coordinate and track all occupancy changes (desk swap, office layout changes), permanently maintain precise records.
● You and your team prepare detailed project programmes, plans and records necessary to effectively manage and deliver all churn and relocation projects and works.
● Attend weekly meetings to report occupancy related issues, requirements, challenges and opportunities and make ongoing recommendations for space maximisation.
● Manage the performance & output of a team member based in Krakow.
● Ensure there is a permanent free flow of communication within the Client, customers and the wider team
● The owner of all occupancy data at all assigned locations - a key component of the approach to integrate portfolio planning with occupancy data and transaction management to deliver strategic planning for the team
● You provide continual oversight for, and analysis of client's occupancy patterns to support decision making on small, medium and large moves, and portfolio changes
● Responsible for the delivery of accurate real-time data at all times, run monthly physical checks
● Responsible for the completion of regular building tours and surveys of all building spaces in order to monitor, validate and update space related drawings, layouts and databases.
● Review/Oversee move survey results - report and action.
● Ensure all Floorscope data is current and accurate.
● Collect, file and manage the floor plans for the locations
● Communicate clearly and professionally with business stakeholders, handle general internal queries, clarify concerns and identify solutions.
● Responsible for the production and maintaining of detailed and accurate records of all workspace furniture, associated equipment, assets and other equipment - including stock both on and offsite.
● The team will assist with building audits to verify that employee locations, space signage, furniture layout and room configurations are correctly noted on floor plans
● Be aware of and deliver all relevant contractual SLAs & KPIs under the remit of the team
● Maintain constructive and positive professional relationships with all other colleagues and supply partners
● Prepare for/attend: Weekly Space Planning calls with the client
● Prepare for/attend:Weekly Space meeting with site Facilities Managers and teams
● Engage with business customers where appropriate in relation to move management to ensure their businesses seating needs are met.
● Coordinate all staff seating