Workplace Experience Support Specialist (Temporary - Maternity Leave)

The workplace experience support specialist, under minimal to no direction, helps deliver the office location workplace experience for colleagues. This position is responsible for supporting daily office operations, such as visitor management, safety, hospitality experiences, reception (including answering multiline telephone systems for a single location or multiple locations) and facilities coordination in accordance with workplace experience support playbooks and firm policies and guidelines.

The workplace experience support specialist provides best-in-class hospitality experiences for internal and external clients. In tandem with the workplace experience support supervisor or manager, ensures the location is safe, well-maintained and clean. Be responsible for interaction with building management and vendors. This position oversees maintenance of office equipment and supplies, including furniture, phones (excluding cellphones), security cards and also the ordering and replenishing of office supplies. Assist with any office moves/remodels as needed. Also, provides assistance to other areas of enterprise support, performing and working on intermediate to advanced projects or requests. Act as a liaison to the office/market leader for anything related to workplace experience support as needed.

The workplace experience support specialist supports the effort in sustaining and energizing a local culture that supports positive connection with the larger firm through internal and client-facing activities that enhance the RSM experience.

Responsibilities: 

• Coordinate with the Office of the Building regarding maintenance issues, forms and documents required from the landlord, special requests for our space, information on building security including Workplace Health and Safety team and/or emergency evacuation team. Reconcile monthly billing of extra services provided by landlord. 

• Analyze and determine selection of service providers from internal resources, building maintenance and outside vendors and contractors based on cost and scope of work to be performed. 

• Coordinate maintenance of the office including carpet maintenance, security system, air conditioning, plant service, furniture repairs, appliances, office equipment, oxygen tanks, AED units, review and process invoices for these services 

• Purchases and maintains inventory of office supplies and equipment by monitoring inventory and reordering materials before depletion. Determines if supplies should be purchased directly from an approved vendor or put out to bid. Maintains vendor relationships, processes payments and tracks total spend. Works directly with Location Services Supervisor or Manager to ensure the compliance and implementation of national programs. 

• Assist with New Hire on boarding process. Provide new hire with all necessary office needs. Train new employees on local office policies and use of equipment and systems 

• Provides routine direction and support, as necessary, in one or more of the following areas:  

• Mail services including distribution of mail, UPS, FedEx and other packages, coordination of courier services, researching and resolving any issues with packages that are improperly addressed or packaged, and assisting employees with mailing needs  

• Assisting employees with large photocopy, scanning and binding jobs, ensuring timely completion of submitted jobs  

• Locating and checking out client files, maintenance of client records and documents, ordering files from offsite storage facility and record retention.  

• Maintaining and ordering office supplies  

• Maintaining Workplace Experience budget 

• Visitor management and reception activities ensuring quality customer service 

• Meeting and event coordination to include catering request and receiving orders, conference room coordination, and audio-visual equipment support 

• Other Duties as Assigned

Required Qualifications:  

• High school diploma or GED 

• 0-2 years’ experience in a related field or area 

• Intermediate Microsoft Office skills 

• Ability to respond positively to changing circumstances, seek 

• and implement change to drive business improvement and serve as a model of the change 

• Work collaboratively with Supervisor/Manager to provide support across the enterprise particularly during peak time 

• Able to lift up to 40 lbs. 

• Must be punctual and able to adapt to changing schedules. 

This position requires 5 days a week in person attendance. Hours of work are 9:00 AM to 5:30 PM, Monday to Friday.