Workplace Coordinator - Miami, FL (Coral Gables) at Arcadis U.S.Inc. in Miami, Florida

Job Description:

As an Arcadian, you already help us deliver world leading sustainable design, engineering, and consultancy solutions for natural and built assets. You are part of our global business comprising 36,000 people, in over 70 countries, dedicated to improving quality of life.

Everyone has an important role to play. With the power of many curious minds, together we can continue to solve the world's most complex challenges and deliver more impact together.

Role description:

Arcadis is looking to hire a Workplace Coordinator to provide a comprehensive Workplace Facilities Management service including providing high quality customer service and technical support provision to all the users of the Coral Gables, Miami Arcadis office. Understanding and using relevant Facilities Management procedures and processes, to ensure consistency and compliance. Maintain office operations by receiving and distributing communications; maintain supplies and equipment; assist the office staff with Workplace projects, systems, and procedures. Support Workplace Regional Manager in the management of the office and provision of the facilities management agreed services for the office.

Role accountabilities:

• Work as a team to provide the agreed facilities management service, including the provision of a reception service
• Answer phone calls and greet clients/guests in a professional and positive manner. Forward information by receiving and distributing communications; collecting and mailing correspondence; disseminating messages to appropriate staff.
• Respond to customer queries in person, by email and phone to provide an effective customer service.
• Supports and enhances the office by taking ownership of Workplace/ office procedures/ functions; proactively explores opportunities to add value to the office and staff. MaintainsWorkplace procedures in compliance with corporate processes/ policies.
• Resolve day to day officeoperational issues and escalate appropriately where necessary.
• Understand and use Facilities Management procedures and processesto carry out and recordtasks and activities.
• Develop an understanding of Facilities management, health and safety, and environmental management responsibilities and contribute to their compliance.
• Manages office overhead budget, explains variances. Works with Indirect Project Manager, RegionalManager, and ProgramManager to review office budget as needed.
• Maintains office and breakroom supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt;stocking items.
• Maintains Workplace equipmentby coordinating preventive maintenance; troubleshooting failures; calling for repairs; monitoringequipment operation.
• Liaison to PropertyManagement/Property Maintenance. Coordinate building/suite access badges for staff. Communicate office suite issues with Corporate Real Estate whenneeded.
• Use Facilities Management tools including a helpdesk, documentmanagement, and bookingsystems to accurately recordinformation and escalate any issues.
• Regional Onboarding Coordination for new hires.
• Provides Virtual Workplace support for other offices withinyour region.
• Coordinates catering, set up/tear down of internal/client meetings and eventsas needed.
• Maintain schedule and coordination of conference room meeting spaces.
• Responsible for maintaining onsite and offsite file maintenance and archiving (Iron Mountain).
• Be onsite for and assistwith office moves.To include but not limitedto assisting with coordinating of vendors, relocation of files, assisting in decommissioning of existing space and organizing of new space.
• Must be able to lift 50lb box of copy paper.

Qualifications & Experience:

• Minimum years of Facilities Management experience: 2-4 years
• Previous experience in a facilities management, administrative or customer service role. (Preferred)
• Education required: Associates or Equivalent work experience
• Registrations/Certifications required: n/a
• Special considerations, specific technical experience, skills, etc. include: Proficient in Microsoft Office; excellent communication skills.
• Potential travel required for this position.
• This position does not manage others.

Preferred qualifications include, but are not limited to:

• International Facility Management Association membership
• Previous experience as an in a facilities management, administrative or customer service role.
• Education preferred: Associates or equivalent experience.
• Registrations/Certifications preferred: Notary
• 2-4 years of Office/ Administrative Experience (minimum)
• Facilities management experience preferred.
• Project a professional imagein person, on the phone and in writing.
• Strong Microsoft Office skills (Teams,Word, Excel, PowerPoint)
• Strong Interpersonal and organizational skills.
• Basic Financial skills, able to work with budgets and invoices.
• Exercises discretion and confidentiality.
• Deals effectively with rapidlychanging priorities and last-minute deadlines.
• Detail oriented, dependable, proactive and ability to work with minimum supervision.

Continue your career journey as an Arcadian.

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It's why we are pioneering a skills based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You do meaningful work, and no matter where your next role in Arcadis takes you, you'll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark; on your career, your colleagues, your clients, your life and the world around you.

Together, we can create a lasting legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging

We want you to be able to bring your best self to work every day which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity and affirmative action employer. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other basis prohibited by law.

Arcadis offers benefits for full time and part time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement. We offer nine paid holidays and 15 days PTO that accrue per year. The salary range for this position is $41,000 - $47,000.

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