Workplace Experience Associate

Docusign•Chicago, IL

7d•$22 - $29•Onsite

About The Position

The Workplace Experience (WE) Associate will play a key role in creating a hospitable, warm, and high-energy environment in our Chicago office. As the face of the office, this person sets the tone for visitors and employees alike, making sure everyone feels supported and connected. We use the title “associate” intentionally because it reflects how much we value relationship-building, both within our team and across the broader company. This role is a great fit for someone who thrives in a fast-moving, headquarters setting, loves variety in their day, and isn’t afraid to jump in wherever needed. From managing the front desk and workplace tickets to assisting visitors and supporting day-to-day operations, the Associate will be a go-to partner in keeping the office running smoothly and creating an environment people genuinely enjoy being in. You will be a part of a team whose scope include but are not limited to office management, onsite events, front desk, facilities, mail, and workplace projects that support a hybrid environment. This position is an individual contributor role reporting to the Workplace Experience Lead.

Requirements

1+ years experience in office services, hospitality, reception, and/or facilities experience
Advanced administrative experience, or experience in facilities planning and maintenance in a business environment
Proactive in seeking out stretch assignments to broaden skill set
Responds positively to continuous change
Team player with a flexible mindset
Excellent verbal and written communication and interpersonal skills
General knowledge of Security standards and access control
High attention to detail and data accuracy
Ability to manage multiple initiatives simultaneously
Good prioritization and time management skills
Proactive approach to problem-solving, and ability to make good decisions in a rapidly changing environment
Proficiency with Google Suite, Slack, and Service Now

Nice To Haves

5+ years experience in office services, hospitality, reception, and/or facilities experience

Responsibilities

Greet visitors and employees with warmth and hospitality to set the tone for the workplace environment
Build relationships of mutual trust, and respond to Workplace feedback with empathy and strategic thinking for a solution focused approach
Assist with the new hire onboarding process welcoming new hires to the office and familiarizing them with their team neighborhood, office, building amenities and where to go when they have questions
Evaluate the need for and requisition adequate office supplies, including managing inventory
Interface with the senior leadership team in a professional and courteous manner on a daily basis
Welcome office feedback and requests and serve up to Workplace leadership for quick and thoughtful resolution
Support administrative needs for standard office operations, recurring or ad hoc projects, meeting room coordination, reporting on office and conference room utilization, and assisting with local office Intranet site with forward thinking ideas and strong written communication skills
Monitor and respond to internal communication channels such as local Slack channel and team email alias and escalates findings appropriately
Coordinate with building and property management personnel and vendors to submit tickets for repairs, maintenance and miscellaneous requests based on employee feedback as subject matter expert for building access and protocols
Apply workplace-related standards, requirements and practices to ensure best-practice and fully compliant workplace operations and maintenance
Support vendor management for Workplace Experience Vendors, including janitorial, food and beverage, maintenance vendors, and more
Partner with Human Resources, Employee Resource Groups and other key stakeholders in delivering employee-centric programs, services, and events which build company culture and strengthen engagement
Monitor and audit office cleanliness and functionality and proactively solution and communicate any issues that need to be addressed
Assist with improving Docusign’s Environmental Corporate Social Responsibility by finding ways to reduce waste and implement eco-friendly solutions
Coordinate mail flow in and out of the office
Manage local office access badges and work closely with Security to help maintain a safe environment
Respond to emergencies to provide necessary assistance to employees, customers, and building issues
Work extended hours where necessary

Benefits

Bonus: Sales personnel are eligible for variable incentive pay dependent on their achievement of pre-established sales goals. Non-Sales roles are eligible for a company bonus plan, which is calculated as a percentage of eligible wages and dependent on company performance.
Paid Time Off: earned time off, as well as paid company holidays based on region
Paid Parental Leave: take up to six months off with your child after birth, adoption or foster care placement
Full Health Benefits Plans: options for 100% employer paid and minimum employee contribution health plans from day one of employment
Retirement Plans: select retirement and pension programs with potential for employer contributions
Learning and Development: options for coaching, online courses and education reimbursements
Compassionate Care Leave: paid time off following the loss of a loved one and other life-changing events

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