Workplace Experience Support Specialist

RSM US LLP•Baltimore, MD

11d•$46,100 - $73,700•Onsite

About The Position

The Workplace Experience Support Specialist helps deliver the office workplace experience with minimal to no direction. The role supports daily office operations, including visitor management, safety, hospitality, reception, facilities coordination, and related services in accordance with workplace experience playbooks and firm policies. The specialist provides hospitality to internal and external clients, works with the workplace experience supervisor or manager to keep the office safe, clean, and well maintained, and interacts with building management and vendors. The position oversees office equipment and supplies, assists with office moves and remodels, supports other Enterprise Support Services areas on intermediate to advanced projects or requests, and acts as a liaison to office or market leadership on workplace experience matters. The role also helps sustain local culture through internal and client-facing activities that strengthen connection with the firm. The position coordinates building security and safety information, landlord documentation and maintenance requests, and sustainability efforts; reconciles parking and other landlord charges; conducts daily office walkthroughs; solicits bids and coordinates facilities maintenance; audits invoices; manages purchasing, inventory, vendor relationships, and purchasing-card reconciliations; and helps onboard new hires, interns, and transfers and collect firm property during departures. The specialist monitors and responds to ServiceNow requests and may provide support with mail, printing and copying, client files and records, reception and visitor access, meetings, events, catering, conference rooms, and audiovisual equipment. The role requires working in the office five days per week. RSM describes its general workstyle as hybrid for most roles, while noting that some positions may be primarily on-site according to role requirements.

Requirements

High school diploma or GED.
0 to 3 years of experience in a related field or area.
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 and handle them effectively and efficiently.
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 improve business, and model change.
Work in the office five days per week.

Nice To Haves

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

Responsibilities

Coordinate with building management on security, workplace health and safety, emergency evacuation, sustainability, landlord documentation, space requests, and maintenance issues.
Reconcile monthly parking and other landlord service charges.
Conduct daily office walkthroughs and follow up on maintenance issues.
Deliver services and procedures described in the workplace experience support playbook.
Request bids from internal resources, building maintenance, vendors, and contractors, and submit them to the location supervisor or manager for review and selection.
Coordinate maintenance of office space, including carpets, security systems, air conditioning, plants, furniture, appliances, office equipment, and AED devices.
Audit service invoices and submit them to accounts payable for processing.
Purchase and maintain inventory of office supplies and equipment, monitor quantities, and replenish supplies before they run out.
Select approved vendors or research alternatives for cost efficiency while staying within budget and complying with national purchasing programs.
Maintain vendor relationships, process payments, and track spending.
Review and reconcile firm-issued purchasing-card charges accurately and promptly.
Review employee logs in preparation for hires, transfers, and departures.
Assist with onboarding new hires and interns; provide office necessities and train employees on building procedures, local policies, equipment, and systems.
Coordinate with the workplace experience supervisor or manager and HR on terminations, including deactivating or collecting badges and other firm property.
Monitor ServiceNow workplace experience requests and acknowledge and fulfill them promptly.
Provide routine mail and package distribution support.
Complete print, bind, scan, and copy jobs for the business.
Locate and check out client files, maintain client records and documents, and order files from offsite storage according to retention procedures.
Support visitor management and reception, provide customer service, and maintain the national visitor log and visitor access badges.
Coordinate meetings and events, including catering, setup and cleanup, conference room reservations, and audiovisual equipment support.
Collaborate with the workplace experience supervisor or manager to provide enterprise-wide support, particularly during peak periods.
Perform other duties as assigned.