Divisional Coordinator

Work Location: Bandar Utama, PJ

About the Role

As a CBRE Divisional Coordinator, you will play a pivotal role in supporting executive management, office and departmental operations, and administrative services. This multifaceted role combines high-level coordination, executive assistance, and team oversight to ensure smooth and efficient business operations across multiple functions and office premises. You will also serve as an assistant to the Business Unit Director, lead the mobile administrative team, and support the planning and execution of office events, including employee engagement and client/vendor engagement activities.Key Responsibilities

Administrative & Executive Support

· Draft confidential correspondence, edit documents, and transcribe meeting minutes.

· Manage incoming communications and distribute appropriately.

· Plan and coordinate meetings, conferences, and travel arrangements.

· Support event coordination including employee engagement activities, client and vendor engagement events.

· Maintain databases and prepare reports for management.

· Serve as liaison between executives, internal teams, clients, and visitors.

Operations & Coordination

· Perform administrative duties including research, document preparation, and database updates.

· Handle complex customer inquiries and complaints with professionalism.

· Manage visitor protocols including passes, parking validation, and escorting.

· Coordinate overall office facilities requirement. This includes cleanliness, safety, security and office/pantry supplies.

· Maintain filing systems and business contact databases.

· Manage purchase orders and invoices.

· Complete expense reports and reconcile receipts.

· Point of contact for escalated communications with landlord and service providers by ensuring all procedures and policies are understood and implemented.

Team & Process Management

· Supervise and coordinate daily activities of administrative and mobile administrative staff.

· Lead training and onboarding of new personnel.

· Establish work schedules, assign tasks, and cross-train team members.

· Track departmental deadlines and ensure timely deliverables.

· Identify and resolve operational issues and recommend process improvements.

Stakeholder Engagement

· Act as liaison with internal and external stakeholders to forecast workload and project needs.

· Influence and negotiate with parties of shared interest to reach agreements.

· Communicate performance expectations and manage sensitive issues effectively.

Qualifications & Skills

· Diploma or Bachelor's Degree in Business Administration or related field preferred.

· 4-5 years of relevant experience in administrative or coordination roles.

· Strong organizational and communication skills with the ability to liaise effectively with internal and external stakeholders.

· Strong leadership and team management capabilities.

· Advanced proficiency in Microsoft Office (Word, Excel, Outlook).

· Ability to handle sensitive and complex information with discretion.

· Strong problem-solving and decision-making abilities.

· Experience in staff development, performance evaluation, and retention strategies.

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.