Facilities & Workplace Experience Coordinator

Job Description

Providing for loved ones, planning rewarding retirements, saving enough for whatever lies ahead - our policyholders count on us to be there when it matters most. It's a big ask, but it's one that we have the power to deliver when we work together. We collaborate and innovate - pushing one another to transform not just Pacific Life, but the entire industry for the better.

Why? Because it’s the right thing to do. Pacific Life is more than a job, it’s a career with purpose. It’s a career where you have the support, balance, and resources to make a positive impact on the future - including your own.

We’re actively seeking a talented Workplace Services Coordinator to join our Global Workplace Services (GWS) Team in Charlotte, NC. As a Workplace Services Coordinator you’ll move Pacific Life, and your career, forward by supporting the stand up and day to day operations of our new office location in Charlotte, NC.

• Ensure overall space readiness of the Charlotte location(s) on a daily basis.
• Arrange for office, workspace, conference room, and other space assignments for employees, contract staff, etc. as the location grows and reaches a steady state.
• Work closely with on- and off-site PX contacts to ensure workspace assignment readiness for new hires, transfers, etc.
• Ensure that offices, workstations, conference rooms, common areas are kept to appropriate GWS workplace standards at all times based on enterprise standards as defined in by GWS Playbook/workspace standards.
• Oversee moves/adds/changes at the location level working closely with GWS colleagues.
• Work closely with Safety & Security colleagues to ensure a safe and secure workplace 24/7.
• Monitor and respond to requests sent to GWS Help Desk.
• Generate, track, and report on work orders for all items requiring GWS response, attention, maintenance, repair, and/or upkeep.
• Perform monthly building inspections including assessment and documentation of overall appearance and performance of the building and generate related inspection reports and work orders based on inspection findings and results.
• Track and verify all facilities invoices, bills, and Facilities vendors' maintenance requests. Perform monthly vendor audits and address vendor services issues.
• Coordinate construction projects; review scope, communicate with building personnel in regards to scope & schedule, verify construction completeness, accuracy of billing, etc.
• Oversee and act as the main point of contact, representing the GWS NB team, for all on-site matters with owner(s)/landlord(s), vendors, internal customers, and Pacific Life for including, but not limited to the following.
  • Conferencing spaces
  • Enterprise wide events and functions
  • Vendor construction, repairs, maintenance, moves, etc.
  • Onsite and offsite parking
  • Daily catering/lunch program

• Working knowledge and experience in facilities coordination or similar experience.
• Safety Training experience preferred.
• Knowledge of facilities/janitorial, supplies, preventative maintenance, and contractor relationships.
• Experience with oversight of security or other maintenance personnel preferred.
• Proficient with computer applications (word processing, spreadsheet, presentations, and other program(s) required).
• Strong working knowledge of Microsoft Outlook, Word, and Excel as well as Phone/telecom systems.

• Customer centric and possess the ability to effectively interface with management and employees and external vendors to resolve facilities, space and/or security concerns confidently and effectively.

• Ability to work independently and demonstrate a strong ability to self-manage, maintain an excellent work attendance, and work with limited oversight.
• Excellent organization skills with the ability to prioritize and handle multiple tasks in a timely manner, and manage competing demands, while adapting to frequent or unexpected changes.
• Personable, positive and helpful and ability to work as part of a team.
• Ability to cover regular work hours; flexibility to accommodate special circumstance and event needs.

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