Office Coordinator

1 week ago

Dallas, Texas, United States ARCADIS Full time
Job Title: Workplace Coordinator

We are seeking a highly organized and detail-oriented Workplace Coordinator to join our team at Arcadis. As a key member of our facilities management team, you will be responsible for providing exceptional customer service and technical support to our office users.

Key Responsibilities:
  • Manage and maintain the office mailroom, including receiving and distributing communications, running month-end reports, and collecting and mailing correspondence.
  • Provide a comprehensive Workplace Facilities Management service, including providing high-quality customer service and technical support to all office users.
  • Support the Workplace Regional Manager in the management of the office and provision of facilities management agreed services.
  • Work as a team to provide the agreed facilities management service, including the provision of a reception service, answering phone calls, and greeting clients/guests in a professional and positive manner.
  • Respond to customer queries in person, by email, and phone to provide an effective customer service.
  • Support and enhance the office by taking ownership of Workplace/office procedures/functions, proactively exploring opportunities to add value to the office and staff.
  • Maintain Workplace procedures in compliance with corporate processes/policies.
  • Resolve day-to-day office operational issues and escalate appropriately where necessary.
  • Understand and use Facilities Management procedures and processes to carry out and record tasks and activities.
  • Develop an understanding of Facilities management, health and safety, and environmental management responsibilities and contribute to their compliance.
  • Manage office overhead budget, explain variances, and work with Indirect Project Manager, Regional Manager, and Program Manager to review office budget as needed.
  • Maintain office and breakroom supplies by checking stock to determine inventory levels, anticipating requirements, placing and expediting orders, verifying receipt, and stocking items.
  • Maintain Workplace equipment by coordinating preventive maintenance, troubleshooting failures, calling for repairs, and monitoring equipment operation.
  • Liaison to Property Management/Property Maintenance, coordinate building/suite access badges for staff, and communicate office suite issues with Corporate Real Estate when needed.
  • Use Facilities Management tools, including a helpdesk, document management, and booking systems, to accurately record information and escalate any issues.
  • Regional Onboarding Coordination for new hires and provide Virtual Workplace support for other offices within your region.
  • Coordinate catering, set up/tear down of internal/client meetings and events as needed, and 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 assist with office moves, including coordinating vendors, relocation of files, assisting in decommissioning of existing space, and organizing of new space.
Requirements:
  • Minimum 2-4 years of Facilities Management experience.
  • Previous experience in a facilities management, administrative, or customer service role (preferred).
  • Associates or equivalent work experience.
  • Proficient in Microsoft Office, excellent communication skills, and ability to project a professional image in person, on the phone, and in writing.
  • Strong interpersonal and organizational skills, basic financial skills, and ability to work with budgets and invoices.
  • Exercises discretion and confidentiality, deals effectively with rapidly changing priorities and last-minute deadlines, and is detail-oriented, dependable, proactive, and able to work with minimum supervision.
What We Offer:

We offer a competitive salary range of $41,000 - $47,000, nine paid holidays, and 15 days PTO that accrue per year. We also offer a range of benefits, including 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.

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