Workplace Experience Manager

Gensler • Chicago, IL

20h • $85,000 - $95,000

About The Position

Your Role Reporting directly to office leadership, the Workplace Experience Manager is a key partner in ensuring a curated client and employee experience through our physical space, services, and programming, befitting of an industry-leading design firm. This role is for a hands-on leader who employs a collaborative approach to deliver meaningful experiences and full-service support for our team members. In this role, you will elevate the workplace experience for our team members by always being one step ahead. Strengthen employee purpose, ignite energy, elevate office-wide performance and enable an exceptional team member experience by activating, facilitating and enhancing moments that matter throughout the year. What You Will Do Employee Experience Develop programming in support of our office culture, including curation of services, presentations, and other events to create a destination for employees. Mentor and train members of the Office Experiences Team to curate a welcoming environment that supports our people in doing their best work. Collaborate with office leaders to coordinate a well-rounded office events calendar of social, intellectual, educational, and inclusive reasons to come together. Provide leadership in understanding how our Office is being used and working with Leadership to evolve the environment through observation, experimentation, and innovation. Communicate effectively with all staff via various channels (Teams, email, All-Staff announcements, etc.) to share upcoming events, important announcements, changes in the workplace, and generally manage expectations for our employees. Facilities Management Acts as a partner or co-leader with the Facilities Manager for the Chicago office Coordinates new hire office orientation Hands on management with the Facilities Manager of office moves including coordination with IT, HR, and office leadership. Coordinate the purchase/lease of new office furniture and equipment with Facilities Manager Serve as secondary contact with our landlord for maintenance issues, building access, safety, and evacuation procedures, etc. Partner with the Facilities Manager and collaborate with the finance team to establish and manage budgets (events, storage, supplies, repairs, maintenance, moves, food & beverage, etc.) and ensure adherence to accounts payable procedures. Office Management Manage, alongside HR and leadership within the office space. Oversee management of office coordinators, Front Desk/Reception experience, and office operations. Collaborate with leadership on office operations; openly communicate and update leadership regarding office issues. Manage inventory of office supplies including kitchen and sundries. Maintain vendor relationships and periodically evaluate existing vendor accounts. Oversee off-site and internal archive filing. Implement best practices for building/office security in partnership with the Facilities Manager. Event/Meeting Planning Act as a hospitality ambassador for the office with an integral role in daily business and key client interactions Collaborate with teams to ensure the best meeting experience for employees, clients, and guests. Provide support and staffing management for setup of internal events such as staff meetings, impromptu meetings, guests, and in-house small meetings requiring food and beverage setups. Provide event planning for both onsite and offsite events including All Staff Meetings, Holiday, and Bonus parties, Firmwide events as requested, and other special events. Work closely with Leadership in the management of meeting/event space, catering and entertainment including creating and managing event budgets.

Requirements

• Relevant bachelor’s degree preferred (Hospitality Management, Business Management, Communications, etc.)
• 10+ years of relevant experience with management of office/facilities, teams, employee experience, and event planning
• Superior client/customer service background
• Excellent judgment, problem-solving, communication and interpersonal skills including ability to work with individuals at all levels of management and maintain confidentiality.
• Must be self-motivated, resourceful, reliable, flexible, and willing to work overtime as needed.
• Proven ability to prepare and manage budgets.
• Highly proficient in Microsoft Office Suite, including Teams, Zoom, etc.
• Comfortable with technology and new software.
• High attention to detail, organized with strong follow-through

Nice To Haves

• Experience in a professional services firm—architecture, hospitality preferred.
• Ability to work and thrive in a fast-paced, creative environment.
• Demonstrated prior experience and passion for implementing sustainability and wellness-focused office initiatives including but not limited to supplies, vendors, catering, events, etc.
• The right candidate will bring best practices and implement new processes as needed for improvement in all areas.

Responsibilities

• Develop programming in support of our office culture, including curation of services, presentations, and other events to create a destination for employees.
• Mentor and train members of the Office Experiences Team to curate a welcoming environment that supports our people in doing their best work.
• Collaborate with office leaders to coordinate a well-rounded office events calendar of social, intellectual, educational, and inclusive reasons to come together.
• Provide leadership in understanding how our Office is being used and working with Leadership to evolve the environment through observation, experimentation, and innovation.
• Communicate effectively with all staff via various channels (Teams, email, All-Staff announcements, etc.) to share upcoming events, important announcements, changes in the workplace, and generally manage expectations for our employees.
• Acts as a partner or co-leader with the Facilities Manager for the Chicago office
• Coordinates new hire office orientation
• Hands on management with the Facilities Manager of office moves including coordination with IT, HR, and office leadership.
• Coordinate the purchase/lease of new office furniture and equipment with Facilities Manager
• Serve as secondary contact with our landlord for maintenance issues, building access, safety, and evacuation procedures, etc.
• Partner with the Facilities Manager and collaborate with the finance team to establish and manage budgets (events, storage, supplies, repairs, maintenance, moves, food & beverage, etc.) and ensure adherence to accounts payable procedures.
• Manage, alongside HR and leadership within the office space.
• Oversee management of office coordinators, Front Desk/Reception experience, and office operations.
• Collaborate with leadership on office operations; openly communicate and update leadership regarding office issues.
• Manage inventory of office supplies including kitchen and sundries.
• Maintain vendor relationships and periodically evaluate existing vendor accounts.
• Oversee off-site and internal archive filing.
• Implement best practices for building/office security in partnership with the Facilities Manager.
• Act as a hospitality ambassador for the office with an integral role in daily business and key client interactions
• Collaborate with teams to ensure the best meeting experience for employees, clients, and guests.
• Provide support and staffing management for setup of internal events such as staff meetings, impromptu meetings, guests, and in-house small meetings requiring food and beverage setups.
• Provide event planning for both onsite and offsite events including All Staff Meetings, Holiday, and Bonus parties, Firmwide events as requested, and other special events.
• Work closely with Leadership in the management of meeting/event space, catering and entertainment including creating and managing event budgets.

Benefits

• comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off
• 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities
• Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees
• we reimburse tuition for certain eligible programs or classes

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level