Workplace Experience Support Specialist

RSM•Baltimore, MD

9d•Onsite

About The Position

The Workplace Experience Support Specialist supports daily office operations and delivers a welcoming, safe, and well-maintained workplace experience for colleagues, visitors, and clients. Working under minimal to no direction and in coordination with the workplace experience support supervisor or manager, the specialist provides visitor management, safety, hospitality, reception, facilities coordination, and other services in accordance with firm playbooks and policies. The role also liaises with building management, vendors, and office or market leadership; oversees office equipment and supplies; and assists with office moves, remodels, and intermediate to advanced projects or requests for other areas of ESS. The specialist helps sustain local culture through internal and client-facing activities. The role includes coordinating facilities maintenance and vendor services, managing supplies and related spending, supporting employee onboarding and departures, fulfilling workplace requests, and providing routine support in areas such as mail, print services, records, reception, and meeting and event coordination. This position is expected to work in-office five days per week.

Requirements

High school diploma or GED.
Zero to three years of experience in a related field or area.
Ability to handle multiple tasks effectively and efficiently.
Ability to communicate effectively with a diverse audience.
Intermediate Microsoft Office skills and ability to learn firm programs and software.
Basic knowledge of technology tools required for assigned responsibilities.
Effective organization, prioritization, and time-management skills, with strong attention to detail.
Excellent people skills.
Strong grammar and proofreading skills and experience.
Ability to prepare presentations with charts, graphics, tables, speaker notes, and handouts.
Ability to balance multiple tasks and projects.
Intermediate knowledge of facilities management.
Ability to lift up to 40 pounds and stand for extended periods.
Punctuality and ability to adapt to changing schedules.
Ability to convey instructions clearly and concisely and respond when required.
Professional demeanor, conversation, and attire.
Ability to respond positively to changing circumstances, seek and implement change to drive business improvement, and model change.
Expected to work in-office five days per week.

Nice To Haves

Associate degree or two years of experience preferred.
Prior experience in a professional office environment.

Responsibilities

Coordinate with building management on security, workplace health and safety, emergency evacuation, sustainability efforts, landlord documentation, space requests, and maintenance issues.
Reconcile monthly billing for parking and additional landlord services.
Conduct daily office walk-throughs and follow up on maintenance issues.
Deliver services and procedures outlined in the workplace experience support playbook.
Request bids from internal resources, building maintenance, and outside vendors or contractors, and submit them to the location supervisor or manager for review and selection.
Coordinate office maintenance, including carpet care, security systems, air conditioning, plant service, furniture repairs, appliances, office equipment, and AED devices.
Audit service invoices and submit them to accounts payable for processing.
Purchase and maintain office supply and equipment inventory, monitor quantities, and replenish supplies before they run out.
Research purchasing options and manage supply purchases in accordance with approved vendors, cost-efficiency considerations, budgets, and national programs.
Maintain vendor relationships, process payments, and track spending.
Review and reconcile firm-issued purchasing card charges in a timely manner.
Review employee logs to prepare for new hires, transfers, and departures.
Assist with new-hire and intern onboarding in accordance with the ESS orientation toolkit, provide necessary office items, and train employees on building procedures, local policies, equipment, and systems.
Coordinate with the workplace experience support supervisor or manager and HR on employee terminations, including deactivating or collecting access badges and other firm property; collect and return departing employee items as needed.
Monitor ServiceNow for workplace experience support requests and acknowledge and fulfill requests promptly.
Provide routine support in one or more service areas, including mail and package distribution; print, bind, scan, and copy jobs; locating and checking out client files; maintaining client records; and ordering files from offsite storage in accordance with retention procedures.
Support visitor management and reception, provide quality customer service, track visitors, and maintain the national visitor log for access badges.
Coordinate meetings and events, including catering requests, setup and cleanup, conference room reservations, and audio-visual equipment support.
Work collaboratively with the workplace experience support supervisor or manager to provide support across the enterprise, particularly during peak periods.
Perform other duties as assigned.