Divisional Coordinator

Company: CBRE
Location: Dallas
Posted on: May 1, 2025

Job Description:

Divisional Coordinator

Job ID

214663

Posted

15-Apr-2025

Service line

GWS Segment

Role type

Full-time

Areas of Interest

Administrative

Location(s)

Dallas - Texas - United States of America

Global Workplace Solutions (GWS) Local is a hard services-led, tailored facility management solution. We self-perform hard services while partnering with best-in-class soft service providers to offer custom facility and project management solutions to our clients. We focus on empowering our team with a high-level of downstream accountability, resulting in an agile and efficient service delivery.

In addition to our core facility and project management capabilities, our platform offers direct access to our Best-in-Class services, including ESG, Security Consulting, Workplace Strategy, and Workplace Experience.

About this role:

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Divisional Coordinator to join the team located in Dallas. The role entails providing comprehensive support to senior executives including the Divisional Vice President, Divisional Managing Director & Finance Director.

This is a demanding role and requires a strong-willed person who can work under pressure and deal with staff at a senior level across multiple countries/regions in the business. This role requires a proactive individual who excels in problem-solving, thinks creatively to overcome challenges, and uses their initiative to drive continuous improvement.

Must be flexible to work outside core office hours from time to time, and to travel on occasions to other work locations.

What you'll do:

• Supporting the Divisional Vice President, Divisional Managing Director and Finance Director, in an extremely fast paced / high growth environment.
• Working in a professional manner, maintaining diplomacy and confidentiality in communicating highly sensitive information with people of all levels within the company and externally.
• Proactive and extensive management of calendar and inbox; ensuring emails are dealt with in a timely manner, replying to emails where appropriate, and ensuring emails are archived.
• Responsible for planning the team's calendar and deciding which items take priority, reacting to situations as they arise and amending the calendar to suit. Identify and implement innovative solutions to streamline calendar management and improve overall team efficiency.
• Arranging travel on a regular basis.
• Gatekeeper between the Divisional Vice President, Divisional Managing Director and Finance Director and the other departments within the Business.
• Assist the team with reporting including board reports, Divisional Reviews and Business Group Reviews.
• Updating distribution lists including Microsoft Teams site.
• Assist in collating content for weekly/biweekly newsletters.
• Organization and management of team conferences for approx. 150+ people, as well as smaller team dinners and charity events.
• Scheduling monthly reviews, leadership meetings and taking & distributing minutes/actions.
• Ensuring full preparation for each meeting, creating slides/agendas, and taking notes in team meetings/strategy meetings, including printing & binding of documents.
• Supporting the organization at company events, when required.
• Processing and preparing expenses and coordinating approval for direct reports expenses.
• Raising purchase orders and processing invoices.
• Build robust relationships with operational and function leaders.
• Build strong, collaborative relationships with other Admin Associates and Executive Assistants across the business, providing support and holiday cover (as required).
• Provide additional support to the direct reports of Divisional Vice President, Divisional Managing Director, Finance Director and other senior team members within the business when required.
• Working closely with the Divisional Business Operations Managers.
• Proactively identify areas for improvement and develop creative solutions to enhance operational processes and efficiency
  
  What you'll need:
  
  
  • Mastery of Outlook functionality. Highly proficient in the use of MS Office (especially Word, Excel, SharePoint and PowerPoint) as well as strong writing skills.
  • Experience of a similar role in a fast-paced medium-sized business. Well- developed communication skills enabling the individual to work with Senior Managers, clients, suppliers, and staff of all levels and abilities.
  • Excellent command of the English language demonstrated through good verbal and written communication.
  • Must be detail conscious, accurate and methodical in approach.
  • Strong organizational and communication skills.
  • Able to work systematically and use own initiative. Demonstrated ability to solve complex problems creatively and independently, with a track record of implementing innovative solutions.
  • Able to work on more than one task at any given time.
  • Must demonstrate strong interpersonal skills and be able to work as part of a team as well as independently.
  • Strong critical thinking skills, with the ability to approach problems from multiple angles and develop unique solutions.
  • Must demonstrate a strong sense of customer focus and promote a sense of team spirit and good moral within the office.
  • Confidential approach and discrete. Must be able to influence others, and engender confidence in senior managers through both face-to-face, telephone and written communication.
  • Reliable, able to complete work within required time frame and manage own deadline requirements. Calm manner able to work under pressure and against rapidly changing demands and priorities. Able to work as part of a multi- disciplinary team, providing support to other areas of the business on occasions, as required.
  • Completes work within required time frame and delivers against critical cut-off dates.
  • Timely and accurate preparation of correspondence, reports, and other administrative documents.
    
    Why CBRE?
    
    We lead by example, guided by the needs of the cities we inhabit, the communities we build, and the world we live in. The more perspectives we have, the more dimensions we're able to see. A culture of respect, integrity, service, and excellence shapes our approach to every opportunity. Our competitive and comprehensive benefits program was designed to make sure you feel valued with benefits that support the mental, physical, emotional, and financial health of you and your family.
    
    Maintain your career momentum with the best tools and training in the industry. You'll have everything you need to thrive in your role: challenging work, dedication to results, fast-paced assignments, and a culture of constant learning. We value innovative thinkers who can solve problems creatively and take the initiative to drive positive change. Join us to be part of a team that encourages out-of-the-box thinking and continuous improvement.
    
    Equal Employment Opportunity: CBRE has a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.
    
    Candidate Accommodations: CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company's success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at recruitingaccommodations@cbre.com or via telephone at +1 866 225 3099 (U.S.) and +1 866 388 4346 (Canada).
    
    CBRE GWS
    
    CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.
    
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Keywords: CBRE, The Colony , Divisional Coordinator, Other , Dallas, Texas