Facilities Coordinator / Workplace Operations Coordinator

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. 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.

About CBRE Global Workplace Solutions:

As one of CBRE’s core global businesses, Global Workplace Solutions (GWS) provides end-to-end services to occupier clients across the entire lifecycle of a building. Our teams help companies improve their operations and reduce costs, through expert facilities management, project management, real estate and energy and sustainability services. Our dedicated teams work across all industries, and support clients ranging from global Fortune 500 companies to single, iconic buildings.

CBRE Group, Inc. is the world’s largest commercial real estate services and investment firm, with 2019 revenues of $23.9 billion and more than 100,000 employees (excluding affiliate offices). CBRE has been included on the Fortune 500 since 2008, ranking #128 in 2020. It also has been voted the industry’s top brand by the Lipsey Company for 19 consecutive years, and has been named one of Fortune’s “Most Admired Companies” for eight years in a row, including being ranked number one in the real estate sector in 2020, for the second consecutive year. Its shares trade on the New York Stock Exchange under the symbol “CBRE.”

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.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.

Application Process:

Your application will be reviewed by our Talent Acquisition Team, and you will be contacted if you have been successful in being short listed for the role.

No agencies please.