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.