Global Workplace Coordinator

2 days ago

Carlsbad, United States Planet Pharma Full time

Job Description:

This role serves as the first point of contact for all who visit and call our Carlsbad office. The Global Workplace Coordinator will be hospitality focused, poised, polished, comfortable with being forward facing and providing the highest level of service to stakeholders. This position is site-based only and not remote.


  • Front Office: Warmly and enthusiastically greets visitors/employees and notifies appropriate parties of arrival
  • Answers, screens and transfers all telephone calls which ring through the main line and maintains general voicemail box
  • Upholds a clean, organized and welcoming lobby atmosphere
  • Receives, sorts and distributes incoming/outgoing mail and other courier packages
  • Maintain inventory and order office supplies, refreshments/snacks, and amenities as needed
  • Conference room setup and catering management as needed for meetings
  • Administrative:Provides administrative support for the Global Workplace Department as needed
  • Provides administrative support for Carlsbad as needed
  • Manages business card orders for Carlsbad and Field employees
  • Manages Office Supply Ordering and Inventory
  • Manages FedEx account: Sets up and disables user accounts, processes invoice payments, Processes outgoing domestic and international FedEx packages as needed
  • Maintains monthly invoice& purchase card tracking spreadsheet for all charges to Facilities cost center
  • Attend Administrative meetings and collaborate with Global and local Business Support for learning and growth opportunities
  • Building Maintenance:Ensures the overall organization, cleanliness, and safety of interior and exterior building
  • Ensures daily stocking ofsnacks, beverages/coffee, cups, utensils, condiments, restroom amenities
  • Maintains inventory and expiration dates of supplies, snacks, beverages, and amenities and ensures prompt ordering when stock is running low
  • Maintains supplies and organization of all copy rooms
  • Maintains organization in storage closets
  • Ensures meeting spaces/rooms are organized, stocked, and orderly on a daily basis
  • Resets workstations after use
  • Onsite event setup/breakdown and support during onsite events
  • Maintains kitchen cleanliness throughout day, runs dishwashers at the end of shift, unloads at beginning of shift, empties pods and cleans coffee machines on regular basis, refills water, beans, and descales espresso machines, maintains sanitation of all kitchen appliances.
  • Reports any building maintenance or janitorial needs to GWP manager
  • Maintains generator log
  • Systems: Enters building work orders to property management system, Workspeed as they arise and follow-through to completion. Alerts Global Workplace Manager of any urgent or outstanding issues or repairs that require escalation.
  • Manages badge system: Issues and disables access badges, runs audit reports as needed
  • Manages Envoy Visitor Management System and provides support to employees as needed
  • Maintains Booking software: Expert in backend administration of system, troubleshoots and provides support to employees as needed, maintains data integrity within the system, provides assistance with desk and meeting room bookings and coordination
  • Maintains Digital Displays in the office and partners with Employee Communications Department for new campaigns
  • Creates and maintains Front Desk Operations Manual for all systems and processes used in Global Workplace
  • Vendor Management:Maintains vendor contactlist and COIs
  • Schedule onsite vendor appointments and notify other departments as needed
  • Notifies GWP Manager when building issues arise that require vendor work
  • Processes vendor payments through Accounts Payable or credit card
  • Works in procurement system, collects, and maintains vendor Quotes, Master
  • Service Agreement Statement of Work, invoices, Certificate of Insurance, W-9,new vendor set up.
  • Environmental Health & Safety:Performs monthly checks on Fire Extinguishers and coordinates annual inspections
  • Maintains 1st Aid, AED, and CPR Certification and acts as safety responder
  • Proactive and prompt in reporting and addressing safety hazards in the office
  • Remove tripping hazards (door stops, cords, etc.)
  • Wipe spills/leaks right away
  • Place wet floor signs when appropriate
  • Maintains ESG Data
  • Maintains Compliance Calendar
  • Other EH&S projects and initiatives as needed


Key points and experience:

  • 5 years of experience
  • Hospitality Mindset
  • Outgoing as this is a forward-facing role
  • Administrative duties
  • Vendor Management: working with invoicing, RFP quotes, manage schedules
  • Ideally someone who also has a Tech background (in case issues with computer systems, copy machine, etc)
  • Understands Health and Safety requirements such as OSHA, fire codes, safety inspections, mitigating risks
  • stocking/restocking the break room with snacks, and beverages, restroom-stocking, scheduling cleanings with the custodian, etc.
  • HVAC - ability to diagnose HVAC issues
  • Ability to diagnose plumbing issues
  • Remediate/liaise with Property and Billing Managers
  • There is also desk work involved 60% (40% building upkeep)
  • The right candidate will be agile, ability to work in a collaborative environment, outgoing
  • This office environment is a hoteling office environment so someone with a hospitality focus/background would be great

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