Workplace Experience Support Specialist
About The Position
The Workplace Experience Support Specialist helps deliver the office-location workplace experience with minimal to no direction. The role supports daily office operations, including visitor management, safety, hospitality, reception, facilities coordination, and related services, following workplace experience support playbooks and firm policies. The specialist provides hospitality to internal and external clients and works with the workplace experience support supervisor or manager to keep the location safe, clean, and well maintained. The role also interacts with building management and vendors; maintains office equipment and supplies; assists with office moves and remodels; supports other ESS areas on intermediate to advanced projects or requests; and serves as a liaison to office or market leaders on workplace experience matters. The specialist helps sustain and energize local culture through internal and client-facing activities. Duties include coordinating building and facilities matters, maintaining vendor and supply processes, supporting billing and purchasing-card reconciliations, assisting with employee onboarding and departures, monitoring ServiceNow requests, and providing routine support in mail, print, file, visitor, reception, meeting, and event services. The position is expected to be performed in-office five days per week.
Requirements
- High school diploma or GED.
- 0 to 3 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, including 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 be responsive when required.
- Professional demeanor, conversation, and attire.
- Ability to respond positively to changing circumstances, seek and implement change to improve the business, 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 information, workplace health and safety and emergency evacuation matters, sustainability efforts, landlord documentation, space requests, and maintenance issues.
- Reconcile monthly parking and extra-service billing from the landlord.
- Conduct daily office walk-throughs and follow up on maintenance issues.
- Use and deliver services and procedures outlined in the workplace experience support playbook.
- Request bids from internal resources, building maintenance providers, 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 office supply and equipment inventory, monitoring quantities and replenishing materials before depletion.
- Choose approved or researched vendors for supply purchases to support cost efficiency and budget compliance.
- Maintain vendor relationships, process payments, and track spending.
- Ensure supply orders comply with national programs.
- Review and promptly reconcile firm-issued purchasing-card charges.
- Review employee logs in preparation for new hires, transfers, and departures.
- Assist with new-hire and intern onboarding using the ESS orientation toolkit; provide office necessities 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 and returning departing employees’ items as needed.
- Monitor ServiceNow for workplace experience support requests and acknowledge and fulfill requests in a timely manner.
- Handle mail distribution and related services, including UPS and FedEx.
- Perform 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 in accordance with firm retention procedures.
- Support visitor management and reception, provide quality customer service, track visitors, and maintain visitor access badges in the national visitor log.
- Coordinate meetings and events, including catering orders, setup and cleanup, conference-room reservations, and audiovisual equipment support.
- Collaborate with the workplace experience support supervisor or manager to provide enterprise-wide support, particularly during peak periods.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
