Workplace Experience Support Specialist

RSM • Baltimore, MD

23h • Onsite

About The Position

The Workplace Experience Support Specialist, operating with minimal to no direction, is responsible for delivering the office location workplace experience for colleagues. This role supports daily office operations, including visitor management, safety, hospitality experiences, reception (managing multiline telephone systems for one or multiple locations), and facilities coordination, all in adherence to firm policies and guidelines. The specialist is expected to provide best-in-class hospitality to both internal and external clients. Working alongside the Workplace Experience Support Supervisor or Manager, this position ensures the office is safe, well-maintained, and clean, and involves interaction with building management and vendors. Key responsibilities include overseeing the maintenance of office equipment and supplies (such as furniture, phones excluding cellphones, and security cards), as well as ordering and replenishing office supplies. The specialist will also assist with office moves/remodels, provide support to other areas of ESS on intermediate to advanced projects, and act as a liaison to the office/market leader for workplace experience support matters. This role is crucial in sustaining and energizing a local culture that fosters positive connections within the firm through internal and client-facing activities.

Requirements

• High school diploma or GED
• Ability to communicate effectively with a diverse audience
• Intermediate Microsoft Office skills, ability to learn programs/software utilized by the firm
• Demonstrates a basic knowledge of the technology tools required within assigned responsibilities
• Effective organization, prioritization and time management skills, and strong attention to detail
• Excellent people skills
• Strong grammar and proofreading skills and experience
• Ability to prepare presentations including charts, graphics and tables, speaker notes and handouts, etc.
• Ability to balance multiple tasks and projects
• Intermediate knowledge of facilities management
• Ability to lift up to 40 lbs. and stand on your feet for extended periods of time
• Must be punctual and able to adapt to changing schedules
• Ability to convey instructions clearly and concisely and be responsive when required
• Maintains professionalism in demeanor, conversation and attire
• 0 to 3 years of experience in a related field or area
• Ability to handle multiple tasks effectively and efficiently
• Has the ability to respond positively to changing circumstances, seeks and implements change to drive business improvement and serves as a model of the change
• Works collaboratively with the workplace experience support supervisor/manager to provide support across the enterprise particularly during peak times

Nice To Haves

• Associate degree or 2 years of experience preferred
• Prior experience in a professional office environment

Responsibilities

• Coordinate with building management to maintain information related to building security, including workplace health and safety team and/or emergency evacuation team, environmental sustainability efforts, forms and documents required from the landlord, and special requests for our space and maintenance issues.
• Reconcile monthly billing of parking and extra services provided by the landlord.
• Perform daily walk-throughs of the location and follow up on maintenance issues raised by the workplace experience support supervisor/manager or others within the location.
• Leverage and deliver on services and procedures outlined in the workplace experience support playbook.
• Request bids from internal resources, building maintenance and outside vendors and contractors for any work or service that needs to be performed in the location and provide it to the location supervisor/manager for review and selection.
• Coordinate maintenance of the office space, including carpet maintenance, security system, air-conditioning, plant service, furniture repairs, appliances, office equipment and AED devices.
• Audit the service invoices for accuracy and submit to accounts payable for processing.
• Purchase and maintain inventory of office supplies and equipment by monitoring supply quantity and replenishing materials before depletion.
• Determine if supplies should be purchased directly from an approved vendor or research other vendors to ensure cost efficiency to stay within budget.
• Maintain vendor relationships, processes payments and track total spend.
• Ensure that all supplies are ordered in compliance of national programs.
• Review charges on firm-issued purchasing card for accuracy and reconcile in a timely manner.
• Review employee logs regularly to prepare for new hires, transfers or departures.
• Assist with new hire/intern onboarding process following the guidelines outlined in the ESS orientation toolkit.
• Provide new hires/interns/transfers with all necessary office needs.
• Train new employees on building procedures, local office policies and use of equipment and systems.
• Work with workplace experience support supervisor/manager/HR relating to employee terminations to deactivate/collect access badges and any other items belonging to the firm when necessary.
• Collect and return any departing employee items as needed.
• Monitor ServiceNow regularly to check for incoming workplace experience support requests and acknowledges/fulfills those requests in a timely manner.
• Handle mail services, including distribution of mail, UPS, FedEx, etc.
• Responsible for print, bind, scan and copy jobs for the business.
• Locate and check out client files, maintains client records and documents, orders files from offsite storage facility per firm record retention procedures.
• Support visitor management and reception activities ensuring quality customer service.
• Keeps track of all visitors and visitor access badges in national visitor log.
• Provide meeting and event coordination including catering request orders, setup/cleanup, conference room reservations and audio-visual equipment support.
• Perform other duties as assigned.

Benefits

• competitive benefits and compensation package
• flexibility in your schedule, empowering you to balance life’s demands, while also maintaining your ability to serve clients.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees