Office and Facilities Coordinator

hace 3 semanas

Bogota, Colombia Gensler A tiempo completo

Your Role

The Office Coordinator and Facilities will provide a welcoming, efficient, clean, and safe environment, along with support for administrative and daily office operations. Reporting to office leadership, you will have the opportunity to become the culture “champion” for the office and make an impact on visitors, clients, and internal customers. This individual is someone who inspires and implements great experiences for our team members every day by ensuring high quality office services programs and support.

What You Will Do

Office Management
- Develop a deep understanding of the voice and culture of our team to identify key opportunities for enhancing the experience and the engagement of team members.
- Collaborate with Office leadership, Human Resources and Finance, team to create employee experience strategies and events and implement unique and rotating programs. This may range from appreciation and recognition to special events to learning programs to afterhours client/team gatherings.
- Maintain the aesthetic appearance and cleanliness of the pantries, conference rooms, teaming areas and common areas always (client ready)
- Support daily office operations, including calendar maintenance, meeting/event coordination, travel organization, filing, timesheets, expense reports among others.
- Responsible for the successful planning and logistics of all office events (internal and external), including Staff Meetings/Town Halls, Holiday/Bonus/Wellness Events, Appointments Day, Office Tours, Client meetings and other similar events.
- Manage and coordinate all office moves, renovations, furnishings, and seating assignments.
- Responsible for all budgets related to the office (events, storage, supplies, repairs, maintenance, studio moves, food + beverages, etc.).
- Coordinate, monitor and maintain all supply orders, including kitchen and sundries.
- Greet and receive products that may arrive at the office from suppliers (samples, supplies, etc.)
- Relationship management and evaluation of office suppliers.
- Prepare, order food, and set up for meetings: food/beverage setup, pin-up boards/posters, breakdown/cleanup after meetings, clean all conference room table and chairs at end of all meetings.
- Coordinate meeting room reservations to avoid overbookings and / or overlapping meetings.
- Streamline operations and maintain efficiencies by finding ways for continuous improvements.
- Other administrative duties as required.

Studio Support
- Assist Studio Directors with administrative aspects of projects.
- Coordinate travel, timesheets, and expense report logistics.
- Assist with collection of time sheets, manual timecards and vacations forms as needed.
- Set up and maintain files for all projects and office documentation.
- Assist Design Managers with staffing and update staffing reports.
- Ensure proper electronic filing standards for the studio.
- Making travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off in a timely manner.
- Update Principal and Senior Management contacts in CRM
- Coordinate seating for new hires in the office.

Your Qualifications
- Bachelor's degree within the field of Business Administration, Finance, or similar
- 5+ years of experience in office/facilities and team management
- Event planning/management required.
- Strong customer service background
- Experience successfully managing and motivating a team
- Approachable personality with excellent communication skills
- Strong facilitation, team building, relationship, and problem-solving skills.
- A demonstrated ability to partner with the business to uncover business needs and objectives, craft appropriate strategies, and identify/implement efforts to help achieve goals.
- Great attention to detail, organized with solid follow-through skills.
- Strong verbal and written communication skills.

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.

As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.

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