RSM US LLP · 2 days ago
Workplace Experience Support Specialist Senior
Cleveland
Full-time
Onsite
Mid, Senior Level
$54K/yr - $87K/yr
3+ years expRSM US LLP is the leading provider of professional services to the middle market globally, empowering clients and people to realize their full potential. The Workplace Experience Support Specialist Senior is responsible for delivering the office location workplace experience, supporting daily operations, and ensuring a safe and welcoming environment for colleagues and clients.
AccountingConsultingFinancial Services
No H1B
Responsibilities
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 senior provides best-in-class hospitality experiences for internal and external clients
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 the ordering and replenishing of office supplies
Facilitate and/or lead any office moves/remodels as needed. Look to streamline and improve inefficient processes
Also, provide 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 senior 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
Act in the workplace experience support manager’s or supervisor’s absence when required
Work with building management to maintain updated 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 to manage and resolve facility requests and issues
Leverage and deliver on services and procedures outlined in the workplace experience support playbook and suggest playbook enhancements/updates as needed
Follow up with affected employees and escalate urgent or high importance matters to the workplace experience support supervisor or manager
Participate as a key team member in office operations and facilities projects, including real estate projects (i.e., remodel, office relocation, equipment moves)
Research and recommend to workplace experience support leadership a selection of service providers by analyzing options provided by internal resources, building maintenance and outside vendors and contractors based on cost and scope of work to be performed
Coordinate and oversee 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, process payments, and track total spending
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
Report trends from frequent requests to the workplace experience support supervisor or manager and inform them of necessary projects that would be cost beneficial to the firm
Review employee logs regularly to prepare for new hires, transfers, or departures
Lead 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
Partner with HR to deactivate/collect access badges and any other items belonging to the firm when there is an employee departure
Collect and return any departing employee items as needed
Monitor ServiceNow regularly to check for incoming workplace experience support requests and acknowledge/fulfill 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, and other packages
Coordinate courier services, research, and resolve any issues with packages that are improperly addressed or packaged, and assist employees with mailing needs
Be responsible for print, bind, scan and copy jobs for the business
Locate and check out client files, maintain client records and documents, order files from the off-site storage facility per the workplace experience support playbook and firm record retention procedures
Ensure that all visitor management and reception activities are supported, demonstrating quality customer service
Keep track of all visitors and visitor access badges in the national visitor log
Lead meeting and event coordination, including catering request orders, setup/cleanup, conference room reservations and audio-visual equipment support
Serve as a subject matter professional and resource for staff who have questions regarding office policies and procedures
Qualification
Required
High school diploma or GED
Associate degree or 2+ years of experience in related field required
Ability to communicate effectively with a diverse audience
Intermediate to Advanced Microsoft Office skills, ability to learn programs/software utilized by the firm and train others as needed
Demonstrates a working knowledge of tools, resources and technology required with assigned responsibilities
Excellent people skills
Strong grammar and proofreading skills and experience
Effective organization, prioritization and time management skills, and strong attention to detail
Ability to prepare presentations including charts, graphics and tables, speaker notes and handouts, etc
Ability to balance multiple tasks and projects
Advanced knowledge of facilities management
Ability to lift up to 40 lbs. and stand on your feet for an extended period 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 dress
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 workplace experience support supervisor/manager to ensure coverage across the enterprise particularly during peak times
Works collaboratively with workplace experience support leadership to provide input and support during the business planning process
Preferred
Prior experience in a professional office environment
Certification in any facilities related trade
Benefits
Competitive benefits and compensation package
Flexibility in your schedule
Company
RSM US LLP
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10001+ employees
Funding
Current Stage
Late StageLeadership Team
Bill Kracunas
Principal and National Leader, Strategy and Management Consulting
David Hickethier
Principal, Strategy & Human-Centered Design
Recent News
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