Bilingual Workplace Concierge

SUMMARY

The role of the Workplace Ambassador II will collaborate with various partners to ensure a high-quality seamless workplace experience is provided consistently for all employees. These partners include facilities and workplace experience teams, client employees and senior executives, BGIS facilities and project teams, technology and furniture vendors, food service operators and fitness center operators.  In this role, there is a unique opportunity to influence how employees work, and directly impact their workday.  You will work with a team of professionals delivering workplace services including hospitality, reception, event space coordination, and space occupancy.  In this role, you will be empowered to make decisions that are aligned with the organization’s workplace standards to ensure that the space continues to meet the needs of all employees.  This role will support the key differentiator of the organization – it’s people, by enabling a culture of high-performance teams.

KEY DUTIES & RESPONSIBILITIES

Client Support

• High-end client facing role, and the go-to person for the workplace strategy program in the office environment – primarily but not limited to the Auditorium, Learning Centre and Welcome Centre and food services area on executive floors.
• Support customers, visitors and employees in a friendly, knowledgeable and courteous manner at all times.
• Greet visitors, new hires and existing employees to explain the office space and how to work effectively in the space, how to utilize meeting rooms and access reservation system.
• Responsible for the workplace experience in designated lobby/service areas – welcoming employees, assisting with inquiries/questions, building access and badges.
• Have an extensive knowledge of the workplace – technology, meeting rooms, multi-purpose and shared spaces, cafeteria, fitness facility, amenities and places of interest, and be able to communicate these confidently and articulately to employees and guests.
• Assist with minor event planning and meeting space set up (will require ability to lift up to 50 lbs.)
• Manage security access cards for visitors and contractors.
• Submit work orders for maintenance (including technology), workspace or janitorial issues, to ensure timely response and tracking for continuous improvement.
• Liaise with landlord for contractor access and moves in and out of the building.
• Ensure workplace health and safety guidelines are followed and report any violations or near-misses to Manager/Client/BGIS partners.
• Manage office supplies, relationship with offsite storage (Iron Mountain), and security access cards (including reports and audits by security).
• Enforce clean desk policy.  Rounds to ensure supplies in place – morning and evening.
• Primarily a Monday – Friday daytime hours, requiring flexibility in working hours to support special events.

Technology Assistance

• Program subject matter expert - provide problem solving solutions for administrative problems. Manage drop off for technologies requiring service.  Escalation point-of-contact for office and technology issues.
• Manage access card system for programming guest cards.
• Utilize client software applications to manage employee keypad system, keys and furniture inventory.
• Learn HR technology tools and provide HR and communications support (i.e. Yammer).  Assist with minor event planning and meeting space set up.  Provide local amenities maps.
• Manage the office sundry equipment for term use (mouse, power cords, power bars, spare laptops and desktops, monitor cables, network cables, head - sets, docking stations, keyboards, privacy filters, etc.).  Manage locker / file cabinet inventory assignment and associated key control, name plates, etc.

KNOWLEDGE & SKILLS

• University degree or 1-3 years’ of job-related relevant experience.
• Intuitive in understanding and aligning priorities to align with client goals and desired outcomes.
• Service-oriented, able to be customer-facing and displays a can-do attitude in all circumstances.
• Able to exercise sound judgement, make decisions, and provide direction.
• Comfortable dealing with issues and people. 
• Strong written and verbal communication skills in English and French presented in a professional manner.
• Strong computer skills, including MS suite of software working on laptop, tablet and phone.
• Self-starter, able to work independently as well as in a team.
• Pro-active, approachable, and solution-based.
• Strong organization skills and enjoy multi-tasking.
• Be flexible and responsive to real-time requests.
• Detail oriented and accurate. 
• Ability to work under pressure while meeting deadlines.
• Highly mobile role, requiring inspection of large areas on multiple floors.
• Background in event planning would be considered an asset.

Licenses and/or Professional Accreditation

• None required.

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