Workplace Operations Coordinator (1 Years Contract)
CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting for a Workplace Services Coordinator to join our team in Stockholm for a 1 year contract. This is a great opportunity for an experienced and enthusiastic candidate to join a global account team.
Role summary
The Workplace Services Coordinator will provide essential customer service and operational coordination support across campus, serving as a key point of contact for employees and end users. This role manages fault reporting, coordinates reactive maintenance works, and ensures timely resolution of workplace issues through professional communication, excellent customer service and efficient coordination. The role also collaborates with other departments by offering valuable insights and recommendations based on CMMS data to foster a culture of continuous improvement.
In addition, the Workplace Services Coordinator is responsible for supporting campus-wide processes, ensuring that workplace instructions and procedures are consistently updated and maintained. They will handle customer inquiries via phone, email and in the CBRE CMMS tool and will conduct CMMS trend analysis, ensure data quality and identify patterns and areas for improvement. The role will also support other departments by providing analysis and recommendations to enhance overall campus operations.
What You'll Do:
Customer service and communication
Act as point of contact for customer inquiries and service requests
Respond to customer queries via phone, email, and in-person with professionalism
Provide timely updates to customers on the status of their requests
Handle customer feedback and resolve concerns professionally
Escalate complex issues to the Workplace Services Team Lead when necessary
Maintain high standards of customer service and responsiveness
Fault reporting and CMMS management
Receive and log fault reports via phone, email, and CMMS tool
Ensure accurate categorization and prioritization of all reported issues
Create and manage work orders in the CMMS system
Track and monitor work order progress from creation to completion
Follow up on outstanding work orders to ensure timely resolution
Maintain data quality and accuracy in the CMMS system
Reactive works coordination
Coordinate reactive maintenance works across campus
Schedule and dispatch service providers and maintenance teams
Communicate with service providers to confirm attendance and completion
Monitor reactive work activities to ensure timely completion
Coordinate access arrangements for contractors and service teams
Update stakeholders and/or end users on planned reactive works and expected timelines
Service provider and stakeholder coordination
Liaise with workplace operations managers and workplace operations coordinators, maintenance teams, contractors, and service providers to ensure an efficient operational delivery
Coordinate with internal stakeholders on service delivery activities
Seek and act on customer feedback
Communicate service disruptions and planned works to affected areas and work closely with Workplace engagement to ensure effective communication to users and visitors
Ensure service providers adhere to site safety and access requirements
Support coordination of emergency responses when required
Administration and reporting
Maintain accurate records of all service requests and work orders
Prepare regular reports on fault trends and service performance
Track response times and resolution times for service requests
Support the Workplace Services Team Lead with performance metrics
Maintain documentation of procedures and contact information
Identify recurring issues and suggest process improvements
Working hours and location
This position is based at the client's premises in Kista, Stockholm. This role requires onsite presence Monday to Friday, 08:00 to 17:00, or 07:00 to 16:00, depending on business needs. Occasional travel to other locations may be required.
Why CBRE
When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact. Our collaborative culture is built on our shared values - respect, integrity, service and excellence - and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential. We welcome all applicants.