Workplace Experience Support Specialist Senior

RSM•Kansas City, MO

1d•Onsite

About The Position

We are the leading provider of professional services to the middle market globally, our purpose is to instill confidence in a world of change, empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled, culture and talent experience and our ability to be compelling to our clients. You’ll find an environment that inspires and empowers you to thrive both personally and professionally. There’s no one like you and that’s why there’s nowhere like RSM. The workplace experience support specialist senior, 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. 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, 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.

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.
There is an expectation that you will work in-office five (5) days per week.

Responsibilities

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.
Providing best-in-class hospitality experiences for internal and external clients.
Ensuring the location is safe, well-maintained and clean.
Interaction with building management and vendors.
Overseeing maintenance of office equipment and supplies, including furniture, phones (excluding cellphones), security cards and also the ordering and replenishing of office supplies.
Assisting with any office moves/remodels as needed.
Providing assistance to other areas of ESS, performing and working on intermediate to advanced projects or requests.
Acting as a liaison to the office/market leader for anything related to workplace experience support as needed.
Supporting 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.
Coordinating 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, special requests for our space and maintenance issues.
Reconciling monthly billing of parking and extra services provided by the landlord.
Performing 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.
Leveraging and deliver on services and procedures outlined in the workplace experience support playbook.
Requesting 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.
Coordinating maintenance of the office space, including carpet maintenance, security system, air-conditioning, plant service, furniture repairs, appliances, office equipment and AED devices.
Auditing the service invoices for accuracy and submit to accounts payable for processing.
Purchasing and maintaining inventory of office supplies and equipment by monitoring supply quantity and replenishing materials before depletion.
Determining if supplies should be purchased directly from an approved vendor or research other vendors to ensure cost efficiency to stay within budget.
Maintaining vendor relationships, processes payments and track total spend.
Ensuring that all supplies are ordered in compliance of national programs.
Reviewing charges on firm-issued purchasing card for accuracy and reconcile in a timely manner.
Reviewing employee logs regularly to prepare for new hires, transfers or departures.
Assisting with new hire/intern onboarding process following the guidelines outlined in the ESS orientation toolkit.
Providing new hires/interns/transfers with all necessary office needs.
Training new employees on building procedures, local office policies and use of equipment and systems.
Working 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.
Collecting and return any departing employee items as needed.
Monitoring ServiceNow regularly to check for incoming workplace experience support requests and acknowledges/fulfills those requests in a timely manner.
Handling mail services, including distribution of mail, UPS, FedEx, etc.
Responsible for print, bind, scan and copy jobs for the business.
Locating and check out client files, maintains client records and documents, orders files from offsite storage facility per firm record retention procedures.
Supporting visitor management and reception activities ensuring quality customer service.
Keeping track of all visitors and visitor access badges in national visitor log.
Providing meeting and event coordination including catering request orders, setup/cleanup, conference room reservations and audio-visual equipment support.
Performing other duties as assigned.

Benefits

At RSM, we offer a competitive benefits and compensation package for all our people.
We offer flexibility in your schedule, empowering you to balance life’s demands, while also maintaining your ability to serve clients.
Learn more about our total rewards at https://rsmus.com/careers/working-at-rsm/benefits .
All applicants will receive consideration for employment as RSM does not tolerate discrimination and/or harassment based on race; color; creed; sincerely held religious beliefs, practices or observances; sex (including pregnancy or disabilities related to nursing); gender; sexual orientation; HIV Status; national origin; ancestry; familial or marital status; age; physical or mental disability; citizenship; political affiliation; medical condition (including family and medical leave); domestic violence victim status; past, current or prospective service in the US uniformed service; US Military/Veteran status; pre-disposing genetic characteristics or any other characteristic protected under applicable federal, state or local law.
Accommodation for applicants with disabilities is available upon request in connection with the recruitment process and/or employment/partnership.
RSM is committed to providing equal opportunity and reasonable accommodation for people with disabilities.
If you require a reasonable accommodation to complete an application, interview, or otherwise participate in the recruiting process, please call us at 800-274-3978 or send us an email at careers@rsmus.com .
RSM does not intend to hire entry level candidates who will require sponsorship now OR in the future (i.e. F-1 visa holders).
If you are a recent U.S. college / university graduate possessing 1-2 years of progressive and relevant work experience in a same or similar role to the one for which you are applying, excluding internships, you may be eligible for hire as an experienced associate.
RSM will consider for employment qualified applicants with arrest or conviction records.
For those living in California or applying to a position in California, please click here for additional information.
At RSM, an employee’s pay at any point in their career is intended to reflect their experiences, performance, and skills for their current role.
The salary range (or starting rate for interns and associates) for this role represents numerous factors considered in the hiring decisions including, but not limited to, education, skills, work experience, certifications, location, etc.
As such, pay for the successful candidate(s) could fall anywhere within the stated range.