Hospitality & Workplace Services Coordinator

EY - Honolulu, HI

Join our Core Business Services (CBS) team and you will help support the important business enablement functions that keep our organization running strong. As a CBS professional, you will work across teams to provide the knowledge, resources and tools that help EY deliver exceptional quality service to our clients, win in the marketplace and support EY’s growth and profitability. Major teams within CBS include Finance, Information Technology, Human Resources, Enterprise Support Services, Brand Marketing and Communications, Business Development, Knowledge and Risk Management.

Join our Enterprise Support Services (ESS) team and you will provide comprehensive, quality administrative and support services for all of our EY member firms. Our ESS professionals span a wide range of vital roles, from administrative support to facilities management, creative design, tax return processing, file management and emergency preparedness.

With so many offerings, you have the opportunity to develop your career through a broad scope of engagements, mentoring and formal learning. That’s how we develop outstanding leaders who team to deliver on our promises to all of our stakeholders, and in so doing, play a critical role in building a better working world for our people, for our clients and for our communities. Sound interesting? Well this is just the beginning. Because whenever you join, however long you stay, the exceptional EY experience lasts a lifetime.

Job Summary:
As Hospitality & Workplace Services (H&WS) Coordinator, you'll be an integral part of our H&WS team, and a pivotal force in helping employees with their in-office hoteling, meeting and hospitality needs. You'll coordinate critical operations required to maintain a functional, efficient office facility. You'll help with all aspects of customer service, while presenting a professional and positive impression of EY.

In this role, you'll be expected to makes some independent decisions in prioritizing maintenance requests, and organizing office projects. You may supervise and coordinate activities of office, hospitality, meeting and hoteling staff.

Key Responsibilities:
Supports various hospitality & workplace functions at EY, providing consistent quality, and cost-effective services.
Arrange and coordinate facilities and hospitality services for hoteling staff
Directly manage day-to-day office, hospitality, meeting or in-office hoteling services and programs
Monitor and evaluate performance of workplace, hospitality, meeting and hoteling services staff. Help identify opportunities for staff development and cross-training
Recommend ways to improve processes and better manage expenses
Confirm that all H&WS activity complies with the firm's procurement policies
Receive, log, and confirm in-office hoteling and meeting reservations
Receive conference room requests (food, audio-visual, special requests, etc.), and confirm these and the subsequent set-up
Coordinate with vendors (including caterers, furniture rental, audio-visual equipment rental and repair, etc.) to satisfy in-office hoteling and conference room needs
Review and prepare invoices for approval and payment
Produce various utilization reports for review by management
Oversee the facilities work order system ,and manage service call responsiveness
Assign work requests to maintenance services staff
Liaise with building management and outside vendors, on minor issues/projects related to HVAC, construction, moving, etc
May help develop the annual budget, and confirm that the department operates within its budgetary guidelines
May coordinate minor construction (including associated furniture, technology installations, vending services, copiers, boxes, equipment, etc.) and configuration projects. May participate in larger projects with Americas Real Estate Services
May manage and maintain floor plans and construction drawing, including 'as built' drawings of the new construction and/or modifications

To qualify, candidates must have:
Strong customer service and communication skills
Adept at managing multiple tasks in a fast-paced environment
Ability to learn and use the EY Reserve and EY Workplace system tools
Fundamental and strategic understanding of workplace, hospitality, meeting and hoteling services. Confident in making recommendations to regional management
In-depth knowledge of systems, tools and procedures related to office maintenance, hospitality, meeting and hoteling services
Microsoft Office experience and Outlook preferred
A minimum of 3-5 years customer service experience
High school diploma, with some college education, or equivalent experience
EY provides equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status