Workplace Experience Support Specialist at RSM in Edison, NJ

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 ESS, 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.

Essential Duties

• 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.

EDUCATION

• High school diploma or GED

• Associate degree or 2 years of experience preferred

TECHNICAL/SOFT SKILLS (REQUIRED)

• 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

SPECIAL REQUIREMENTS SPECIFC TO JOB

• 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

EXPERIENCE

• 0 to 3 years of experience in a related field or area

• Ability to handle multiple tasks effectively and efficiently

LEADERSHIP SKILLS (REQUIRED)

• 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

PREFERRED REQUIREMENTS

• Prior experience in a professional office environment

• In Office 3 / 4 Days (not exceeding 24 hours per week)