Workplace Solutions Coordinator - Reception

As a Workplace Solutions Coordinator, you will be the first point of contact for our Clark employees, clients, and visitors. You will manage the front desk, including directing phone calls and greeting visitors. Multitasking and managing workload in a fast-paced environment are essential for this position.

Responsibilities

• Serve as the first point of contact for the Clark workplace experience by creating and managing a welcoming and safe reception area, client-facing conference room, and guest refreshment center.
• Responsible for McLean Office visitor management. Greet clients, visitors, and guests; determine the purpose of each person's visit and direct or escort them to the appropriate location.
• Manage main phone line; answer, screen, and forward incoming phone calls.
• Accept catering orders and contact appropriate parties.
• Support staff with conference room coordination and troubleshooting reservation requests.
• Manage Executive conference calendars (Cornerstone and The Park).
• External coordination of Brookfield/CBRE properties: Support calendar requests, ensure property management approval, assist employees with logistics such as COI’s, amenity agreements, room set up/clean up, special requests, and parking validations.
• Administer parking validations for Bethesda and McLean offices.
• Process payments in our Coupa procurement system and support Workplace with vendor payment issues.
• Manage expense reclassification program for Workplace Solutions cost centers:
• Including but not limited to UPS, Grubhub, McLean parking validations, Bethesda monthly parking, Bethesda parking validations, DC parking, and overtime HVAC.
• Serve as the first POC for employee workplace tickets, including the building’s maintenance request system:
• Support employee requests for Amazon and Uline orders, badge support, etc.
• Liaise with the building engineers for requests such as temperature changes, carpet cleaning, janitorial requests, broken blinds, etc.
• Support Workplace Director with monthly expense reporting.
• Manage baby basket program at a national level.
• Workplace System Administration:
• UPS, Grubhub, Amazon:
• Create accounts for both jobsites and corporate accounts
• Reclass (invoices are at a national level)
• Troubleshoot (pull invoices, find shipping history, reset passwords, etc.)
• Audit to delete former employees/users
• Other duties as assigned
  

Basic Qualifications

• HS Diploma
• High level of professionalism with a good executive presence
• High level of energy and passion for hospitality, creating engaging dynamic guest experiences
• Minimum of 3 years hospitality or customer service experience in hotel, restaurant, conference services & event management or corporate functions setting
• Experience independently completing a wide range of Workplace Solutions customer services activities such as workspace set-up, A/V support, floor operations support, space utilization management or other location services.
• Ability to manage relationships with internal leadership
• Excellent customer service skills
• Willingness and aptitude to learn new skills
• Demonstrated teamwork and collaboration in a professional setting
• Great communication skills (written and oral)
• Great organizational, multi-tasking, and time-management skills
• Responsive, flexible, adaptable
• Great interpersonal skills
• Comfortable with technology
• Critical thinking and problem-solving skills
• Proactive, self-starter
• Forward thinking
• Seeks out challenges and opportunities to grow
  
  

The work environment and requirements described below are representative of those necessary for an employee to successfully perform the essential functions of this role.

The Physical Side of the Role: Given that a good portion of your day will be spent at a desk, you should be comfortable with prolonged periods of focused work, whether it's collaborating with colleagues, analyzing data, or developing strategies. The role demands effective communication and sharp visual acuity for reviewing complex documents and performing detailed computer work. While there are times for quiet concentration, you'll also be expected to move actively throughout the office and travel occasionally to various locations, including dynamic construction sites, utilizing different modes of transportation. The ability to lift and move objects up to 10 pounds regularly, and up to 25 pounds on occasion (think a box of files or small office equipment), is also required.

Your Work Environment: Your primary workspace will be in our professional office, which has a typical, quiet-to-moderate noise and light levels. As part of your work, you may also be required to visit active construction sites. These environments are naturally more dynamic and can include exposure to outdoor weather conditions, louder noise, and moving equipment. Your safety is our top priority, and you'll be expected to follow Clark Construction's safety policies and procedures, and all applicable laws, at all locations.

Our High-Performing Culture: This is a demanding, high-performance environment. We are looking for candidates who are energized by challenge, thrive under pressure, and are prepared to do what it takes to achieve exceptional results. Success in this role requires significant commitment, including flexibility to work extended hours, especially during critical project phases or client deadlines. Beyond regular working hours, there will be occasions where business needs require your attention, particularly for time-sensitive matters or emergencies. You are expected to monitor and respond to communications (phone calls, emails, text messages) as required to address these situations effectively. Your ability to manage these expectations and be responsive when critical issues arise is key to your success in this role and our collective success as a team.

A Drug Free Workplace: Clark promotes a drug free workplace. A pre-employment drug “fitness for duty” screening is required, and the company conducts random quarterly drug “fitness for duty” tests.