We are the leading provider of professional services to the middle market globally, empowering our clients and people to realize their full potential. The workplace experience support specialist delivers the office location workplace experience for colleagues, supporting daily office operations and providing best-in-class hospitality experiences.
Requirements
- 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.
- Provide routine support and guidance, as necessary, in one or more of the following areas:
- 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
- Generous Paid Time Off
- 401k Matching
- Retirement Plan
- Tuition Reimbursement
- Relocation Assistance
