Workplace Experience Assistant

**Workplace Experience Assistant - Lisbon**

**Job ID**
- 202172

**Posted**
- 18-Jan-2025

**Service line**
- GWS Segment

**Role type**
- Full-time

**Areas of Interest**

Administrative, Facilities Management, People/Human Resources

**Location(s)**

Lisbon - Lisboa - Portugal

**About the Role**:
As a CBRE Facilities Coordinator, you will work with clients, vendors, and contractors to ensure that facility tasks and work orders are complete.

**Key Responsibilities**

Country Leader & Network Team Support
- Manage calendar and coordinate connection/travel schedules
- Act as the point of contact among executives, employees, clients and other external partners
- Facilitate internal communication (e.g. distribute information and schedule presentations)
- Manage the internal and external gifts

Campaigns & Events
- Support marketing team during brand-sampling activities (key contact with Client and agencies for products order and transfer)
- Support public affairs team in stakeholder management, campaigns and events
- Arrange beverage deliveries to stakeholders, influencers etc.
- Order and package sampling products to be delivered to other companies and local agencies, including necessary administration

Meetings & Events
- Coordinate internal and external meetings
- Coordinate factory/market/client visits
- Support local teams for big meetings and townhalls
- Support with meals, beverage & fridge orders and invoice management for local events
- Join our SMILES team bringing to life team engagement activities (e.g. team building, celebrations)

Travel
- Coordinate business trips (booking flights, hotel rooms, transfers) while liaising closely with Travel Agency
- Support special needs (e.g. travel packs with itinerary, roaming for travels outside EU, corporate credit card)
- Handle expense reports related to business traveling

Facilities
- Offer phone coverage and distribution of post mail, including a translated summary where needed (HR/Finance/Legal)
- Act as the main contact person for local Client facility and reception team
- Monitor office expenditures
- Coordinate order office soft drinks, fruits etc., as well as office materials and supplies
- Connect with facility management provider to point out specific areas for cleaning or custodial support, e.g. change of lamps, moving of furniture

HR/Legal
- Act as the point of contact for HR documents and Legal documents
- Support the tax declaration administration
- Support Newcomers/leavers of the office (business card, security badge, printers set up, introduction to the site etc)
- Raising POs and tracking payments.

IT
- Act as the key contact for Communication Services provider (invoices, phones, sim)
- Create POs for new phone and maintenance service

Travel support
- General support to visitors

**Talent Profile**
- Last year student in General Administration, Management or Communication.
- Good communication and organization skills
- Fluent in English and Portuguese
- Digital literacy (Microsoft environment)

**CBRE GWS**
- CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.

**Find out more