Workplace Experience Support Specialist

RSM•Des Moines, IA

10d•Onsite

About The Position

The Workplace Experience Support Specialist supports daily office operations and delivers a high-quality workplace experience for colleagues, visitors, and clients. Working with minimal to no direction and in tandem with the workplace experience support supervisor or manager, the specialist supports visitor management, safety, hospitality, reception, facilities coordination, and office operations in accordance with firm playbooks and policies. The role helps ensure the office is safe, well-maintained, and clean; liaises with building management and vendors; manages office equipment and supplies; and assists with office moves and remodels. The specialist also supports other areas of ESS on intermediate to advanced projects and serves as a liaison to the office or market leader for workplace experience matters. The role supports local culture through internal and client-facing activities. Duties include coordinating facilities maintenance, managing vendor relationships and invoices, ordering and tracking supplies, assisting with employee onboarding and departures, and responding to ServiceNow requests. Depending on assigned responsibilities, the specialist may also handle mail and print services, client files and records, reception and visitor access, and meeting and event coordination. The position requires working in the office five days per week. Compensation range: $46,100–$73,700.

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, 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 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.
Ability to work collaboratively with the workplace experience support supervisor or manager.
Must 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, health and safety, emergency evacuation, sustainability efforts, landlord documentation, special space requests, and maintenance issues.
Reconcile monthly parking and other landlord service bills.
Conduct daily office walk-throughs and follow up on maintenance issues.
Deliver services and procedures in accordance with 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 spaces, 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.
Monitor and replenish office supply and equipment inventory; identify cost-efficient purchasing options and comply with national purchasing programs.
Maintain vendor relationships, process payments, and track spending.
Review and reconcile firm-issued purchasing card charges promptly and accurately.
Review employee logs in preparation for new hires, transfers, and departures.
Assist with new hire and intern onboarding using the ESS orientation toolkit; provide required office resources and train new employees on building procedures, local policies, equipment, and systems.
Coordinate with the workplace experience support supervisor or manager and HR on employee departures, including deactivating or collecting access badges and returning firm property.
Monitor ServiceNow for workplace experience requests and acknowledge and fulfill requests promptly.
Provide routine support in assigned areas, which may include mail and courier distribution; print, bind, scan, and copy services; client file and records management; reception and visitor management; and meeting and event coordination.
Track visitors and visitor access badges in the national visitor log.
Coordinate catering, meeting setup and cleanup, conference room reservations, and audiovisual equipment support.
Support the office or market leader on workplace experience matters and collaborate across the enterprise, particularly during peak periods.
Perform other duties as assigned.