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
There is an expectation that you will work in-office five (5) days per week in office.
At RSM, we offer a competitive benefits and compensation package for all our people. Learn more about our total rewards at https://rsmus.com/careers/working-at-rsm/benefits.
We believe flexibility and in-person connection both play an important role in how we work and grow. Most roles at RSM follow a hybrid workstyle, which means team members are aligned to an RSM office and come together in person when it best supports clients, teams, development or relationship-building. Some roles may be virtual or primarily on-site based on role requirements, team priorities and client needs.
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.
Compensation Range: $46,100 - $73,700
