Role Purpose

The Office Coordinator will be the “face” of Gartner to clients and guests who will visit the office. The Office Coordinator will utilize organizational and people skills to collaborate with all associates and clients.

The work of office coordinator is responsible on a daily basis for ensuring the smooth operation of the office as well providing administrative support to the Facilities and Sales Management Team. This role is to provide high quality and timely support to the work of the organization, a position with significant responsibilities for acting as a liaison between departments and stakeholders

Major Responsibilities/Accountabilities

Communication

To promote and cement strong relationships with clients when they arrive at the reception area.

Attending to telephone calls in a clear, positive, and professional manner to ensure good customer care of all enquires.

To ensure that all visitors to a Gartner building are made welcome, ascertaining their requirements, assisting them with general information or passing them onto the appropriate person.

To ensure all visitors and associates follow and adhere to the visitor management system.

To ensure and help associates adhere to the different technology platforms being introduced in Gartner for office space and security system.

To function as the central communication link between all associates and visitors to a Gartner office and the real estate team

Office Operations

Coordination of new hires and terminations – conducting inductions, prepare welcome kits, and building access cards.

Processing of supplier invoices within Coupa

Processing and coordination of courier and mail requests

Processing of business cards and other print requests and general support

Processing and coordination of all hospitality requests - catering and room-setups

Office supplies audit – responsible of efficient purchasing and storage of office and pantry supplies

Understanding of equipment operations and maintenance like coffee machines, dishwashers, microwaves, fridges etc.

Support Sales Briefings or events in the office

Provide local coordination for supporting team partners who do not have presence in Taipei office, e.g. IT, Finance, Legal and HR, when required.

Teamwork

To work closely with the Facilities Manager and wider real estate team for the effective delivery of GRE services

Additionally, the Office Coordinator contributes to the effective administration of office processes and procedures (maintenance scheduling, upkeep, and presentation of office)

Liaison and Networking

To consult with associates, external customer/visitors to Gartner to meet the aims and objectives of the position and provide a holistic service for our clients.

To work closely with building management, contractors and vendors, and other teams for general office operations. Raise tickets where applicable.

Service Delivery

To be responsible for the delivery of elevated levels of customer care and service delivery within the reception and common use office areas

To coordinate on associate’s requests to provide a supporting role to their office activities and use of the facilities.

Maintain the reception and office areas in a clean, functional, and safe condition.

Coordination and tidy up of kitchen/pantry areas and equipment for daily use, including restocking pantry and other consumable items as required.

Upkeep of meeting rooms – meeting rooms to be made available after every use. All rooms must be refreshed, chairs to be placed back into position, check for other cleaning and maintenance activities.

Diligence – inspecting, recording, escalating and resolution. Identify cleaning, repair and maintenance activities and record them daily. Follow daily procedure timeline, manuals, and checklists.

Demonstrate an understanding of Customer Relationship Management and incorporate it into the role of the Office Coordinator to enhance customer satisfaction with the services provided

Work Heath and Safety

Coordination and stock taking of first aid boxes as per local WHS regulations.

Ensure timely and accurate reporting to Facilities Manager of any WHS incidents occurred in office.

Required to be a First Aid Officer and Fire Warden (training will be provided).

Role Expectation

Professional Experience

Previous reception and office coordination experience will be preferred.Experiences from hotels, restaurants, airlines, will bring strengths to this role – Host, customer services, passenger services etc.Demonstrated experience with continuous improvement initiatives

Technical/ Professional Skill & Competencies

Excellent telephone manner, interpersonal and communication skillsInitiative-taking, able to work independently with minimum direction, initiative-taker.Extremely organized, collaborator with an elevated level of flexibility and strong work ethicAbility to multi-task, prioritize task, work overtime as needed, in a fast-paced environment.Maintain an elevated level of integrity when overseeing confidential documents and information.Friendly and confident personalityAbility to effectively interact with all levels in the team

Who are we? 

At Gartner, Inc. (NYSE:IT), we guide the leaders who shape the world.

Our mission relies on expert analysis and bold ideas to deliver actionable, objective insight, helping enterprise leaders and their teams succeed with their mission-critical priorities.

Since our founding in 1979, we’ve grown to more than 21,000 associates globally who support ~14,000 client enterprises in ~90 countries and territories. We do important, interesting and substantive work that matters. That’s why we hire associates with the intellectual curiosity, energy and drive to want to make a difference. The bar is unapologetically high. So is the impact you can have here.

What makes Gartner a great place to work? 

Our sustained success creates limitless opportunities for you to grow professionally and flourish personally. We have a vast, virtually untapped market potential ahead of us, providing you with an exciting trajectory long into the future. How far you go is driven by your passion and performance.

We hire remarkable people who collaborate and win as a team. Together, our singular, unifying goal is to deliver results for our clients.

Our teams are inclusive and composed of individuals from different geographies, cultures, religions, ethnicities, races, genders, sexual orientations, abilities and generations.

We invest in great leaders who bring out the best in you and the company, enabling us to multiply our impact and results. This is why, year after year, we are recognized worldwide as a great place to work.

What do we offer? 

Gartner offers world-class benefits, highly competitive compensation and disproportionate rewards for top performers. 

In our hybrid work environment, we provide the flexibility and support for you to thrive — working virtually when it's productive to do so and getting together with colleagues in a vibrant community that is purposeful, engaging and inspiring.

Ready to grow your career with Gartner? Join us.

The policy of Gartner is to provide equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, ancestry, disability, veteran status, or any other legally protected status and to seek to advance the principles of equal employment opportunity.

Gartner is committed to being an Equal Opportunity Employer and offers opportunities to all job seekers, including job seekers with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company’s career webpage as a result of your disability. You may request reasonable accommodations by calling Human Resources at +1 (203) 964-0096 or by sending an email to ApplicantAccommodations@gartner.com.

Job Requisition ID:101404

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