Workplace Experience Support Specialist

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.

About the role

The Workplace Experience Support Specialist helps deliver the office location workplace experience for colleagues. This position supports daily office operations, such as visitor management, safety, hospitality experiences, reception (including answering multiline telephone systems for a single or multiple locations), and facilities coordination in accordance with workplace experience support playbooks and firm policies. The specialist provides best-in-class hospitality experiences for internal and external clients and ensures the location is safe, well-maintained, and clean.

This role oversees maintenance of office equipment and supplies, including furniture, phones, security cards, and the ordering and replenishing of office supplies. The specialist assists with office moves/remodels as needed and acts as a liaison to the office/market leader for anything related to workplace experience support. Additionally, this position supports efforts to sustain and energize a local culture that enhances the RSM experience through internal and client-facing activities.

Responsibilities

• Coordinate with building management to maintain information related to building security, workplace health and safety, emergency evacuation, environmental sustainability efforts, 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.
• Leverage and deliver on services and procedures outlined in the workplace experience support playbook.
• Request bids from internal resources, building maintenance, and outside vendors for work or services needed in the location.
• Coordinate maintenance of the office space, including carpet maintenance, security system, air-conditioning, plant service, furniture repairs, appliances, office equipment, and AED devices.
• Audit service invoices for accuracy and submit to accounts payable for processing.
• Purchase and maintain inventory of office supplies and equipment, ensuring cost efficiency and compliance with national programs.
• Maintain vendor relationships, process payments, and track total spend.
• 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, providing necessary office needs and training on building procedures and equipment.
• Work with HR relating to employee terminations to deactivate/collect access badges and firm property.
• Monitor ServiceNow for incoming workplace experience support requests and fulfill them in a timely manner.
• 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, maintain client records, and order files from offsite storage per firm record retention procedures.
• Support visitor management and reception activities, ensuring quality customer service and tracking visitor access badges.
• Provide meeting and event coordination, including catering requests, setup/cleanup, conference room reservations, and audio-visual equipment support.
• Perform other duties as assigned.

Requirements

• High school diploma or GED.
• Associate degree or 2 years of experience preferred.
• 0 to 3 years of experience in a related field or area.
• Ability to lift up to 40 lbs. and stand for extended periods.
• Must be punctual and able to adapt to changing schedules.
• Ability to convey instructions clearly and concisely.
• Maintains professionalism in demeanor, conversation, and attire.

Skills

• Ability to communicate effectively with a diverse audience.
• Intermediate Microsoft Office skills; ability to learn programs/software utilized by the firm.
• 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, proofreading, and presentation skills (charts, graphics, tables, speaker notes, handouts, etc.).
• Ability to balance multiple tasks and projects.
• Intermediate knowledge of facilities management.
• Leadership skills: ability to respond positively to changing circumstances, seek and implement change, and work collaboratively.

Preferred Qualifications

• Prior experience in a professional office environment.

Benefits

RSM offers a competitive benefits and compensation package, including flexibility in scheduling to balance life’s demands while maintaining the ability to serve clients. Learn more about our total rewards at RSM Benefits.

Pay

Compensation Range: $46,100 - $73,700.