Workplace Experience Support Specialist

This position, under minimal to no direction, executes office operations activities and provides hands on day-to-day support to ensure the location is running efficiently. Responsible for heavy interaction with building management, vendors, internal clients, external clients, and other Enterprise Support Services personnel. Responsible, in tandem with the Workplace Experience Support Manager or Supervisor to ensure the location is safe, well-maintained, and clean.

This position is responsible to support the Workplace Experience Support Manager or Supervisor to coach Workplace Experience Support staff as well as provide expertise to avoid building system failures. May act in the Workplace Experience Support Manager’s or Supervisor’s absence when required. This position is responsible for assisting with the daily operations of the office including answering a multi-line telephone system for single location or multiple locations, directing callers to the appropriate individual, greeting visitors, and altering appropriate party or visitor arrival. May also provide administrative assistance, performing and working on intermediate to advanced administrative documents (Word, Excel, and PowerPoint).

This position will actively contribute to the firm culture through participation in internal and client facing activities that enhance the RSM experience.

Responsibilities:

• Plans with Workplace Experience Support Manager or Supervisor then executes, under minimal to no direction the completion of Location Services projects such as moves, repairs, cleaning, conference room preparation, meeting and event coordination and ensuring pantries are adequately supplied. Will also perform daily walk throughs of the location and follow up on maintenance issues raised by the Workplace Experience Support Manager or Supervisor or others within the location. Will coordinate with vendors and
• building management on life/safety and repair items.
• Will escalate and provide status to the Location Services Supervisor or Manager when necessary. Looks to streamline and improve inefficient processes in order to successfully manage ordering and maintaining inventory.
• Purchases and maintains inventory of facilities/janitorial supplies and equipment by monitoring inventory and reordering materials before depletion.
• Determines if supplies should be purchased directly from an approved vendor or put out to bid.
• Maintains vendor relationships, processes payments and meets with Workplace Experience Support Supervisor or Manager to track and analyze total spend as it relates to the budget.
• When performing daily walk throughs, take note of possible issues and investigate cost efficient ways to upgrade or replace failed/failing building systems (water lines/electric lines/lighting/ HVAC).
• Determine trends from frequent requests and advise Workplace Experience Support Supervisor or Manager of necessary projects which would be cost beneficial to the Firm.
• Provides routine direction and support, as necessary, in one or more of the following areas: Mail services including distribution of mail, UPS, FedEx and other packages, coordination of courier services, researching and resolving any issues with packages that are improperly addressed or packaged, and assisting employees with mailing needs
• Assisting employees with large photocopy, scanning and binding jobs, ensuring timely completion of submitted jobs
• Locating and checking out client files, maintenance of client records and documents, ordering files from offsite storage facility and record retention.
• Maintaining and ordering office supplies• Maintaining Workplace Experience Support budget
• Visitor management and reception activities ensuring quality customer service, Meeting and event coordination to include catering request and receiving orders, conference room coordination, and audiovisual equipment support.
• Manage the building card access systems, promptly ensuring exiting employees are termed in the systems and new cards are issued to both new employees and those who lost their IDs. Collect fees for replacement cards, as appropriate. In charge of ensuring our main entry doors remain secure and working directly with card access vendor and IT when issues arise.
• Responsible for new hire/move/termination data sheet for the office. Ensure new hire/promotion seating is available, presentable and the desk drawers and locks work. Ensure terming employees’ personal effects are packed up, and if necessary, shipped out. Ensure terming employee checklist is completed and files are relegated back to appropriate secure location.
• Other duties as assigned

Qualifications:

EDUCATION

• High school diploma TECHNICAL/SOFT SKILLS (Required)

• Ability to communicate both verbally and in writing with diverse audiences

• Advanced Microsoft Office skills

• Strong grammar and proofreading knowledge and experience

• Ability to prepare chats, graphics, and tables, etc.

• Ability to manage multiple tasks and projects

• Basic to intermediate knowledge of lighting, HVAC, and plumbing

SPECIAL REQUIREMENTS SPECIFIC TO JOB

• Able to lift up to 40 lbs.

• Able to stand on your feet for extended periods of time

• Must be punctual and able to adapt to changing schedules

• Able to convey instructions clearly and concisely and be responsive to staff or vendors when they inquire

• Effective organization and time management skills

• Maintain professionalism in demeanor, conversation, and dress

• Strong attention to detail

EXPERIENCE

• 3 to 5 years’ experience in a related field or area

• Demonstrated experience managing multiple projects

LEADERSHIP SKILLS (Required)

• Ability to respond positively to changing circumstances, seek and implement change to drive business improvement and serve as a model of the change.
• Work collaboratively with Workplace Experience Support Supervisors/Managers to provide support across the enterprise particularly during peak times.
• • Work collaboratively with Location Service Manager to provide support during the business planning process.

PREFERRED REQUIREMENTS

• Excellent follow up
• Prior experience in a professional office environment