Workplace Experience Support Specialist

rsm; Vancouver; On-site; CAD 42,000 - 56,000; Full time

Job summary

RSM in Canada seeks a Facilities Coordinator to manage office operations, maintenance, and vendor relations at the Vancouver location. The role includes coordinating with building management, reconciling invoices, and maintaining office supplies and budgets.

You will also assist with new-hire onboarding, mail services, and reception tasks, contributing to a positive, efficient workplace environment.

Qualifications

• Proficient in Microsoft Office applications.
• Demonstrated adaptability to changing circumstances.
• Strong teamwork and collaboration with facilities team.

Responsibilities

• Coordinate with the Office of the Building for maintenance issues and landlord requirements.
• Reconcile monthly landlord service invoices and related billing.
• Select service providers based on cost and scope of work; manage vendor relationships.
• Oversee office maintenance, supplies, inventory, and budget in liaison with Location Services.
• Assist with New Hire onboarding and provide office-related support to new staff.
• Support mail, courier, and large print/scanning tasks; manage client files and records.
• Maintain visitor reception, meeting room coordination, and AV equipment support.

Skills

Microsoft Office

Adaptability

Team collaboration

Punctuality

Education

High school diploma or GED

Job description

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, inclusive 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.

Responsibilities:

• Coordinate with the Office of the Building regarding maintenance issues, forms and documents required from the landlord, special requests for our space, information on building security including Workplace Health and Safety team and/or emergency evacuation team. Reconcile monthly billing of extra services provided by landlord.
• Analyze and determine selection of service providers from internal resources, building maintenance and outside vendors and contractors based on cost and scope of work to be performed.
• Coordinate maintenance of the office including carpet maintenance, security system, air conditioning, plant service, furniture repairs, appliances, office equipment, oxygen tanks, AED units, review and process invoices for these services.
• Purchases and maintains inventory of office supplies and equipment by monitoring inventory and reordering materials before depletion. Determines if supplies should be purchased directly from an approved vendor or put out to bid. Maintains vendor relationships, processes payments and tracks total spend. Works directly with Location Services Supervisor or Manager to ensure the compliance and implementation of national programs.
• Assist with New Hire onboarding process. Provide new hire with all necessary office needs. Train new employees on local office policies and use of equipment and systems.
• Provides routine direction and support, as necessary, in one or more of the following areas:
  • Mail services including distribution of mail, UPS, FedEx and other packages, coordination of courier services, researching and resolving any issues with packages that are improperly addressed or packaged, and assisting employees with mailing needs
  • Assisting employees with large photocopy, scanning and binding jobs, ensuring timely completion of submitted jobs
  • Locating and checking out client files, maintenance of client records and documents, ordering files f rom offsite storage facility and record retention.
  • Maintaining and ordering office supplies
  • Maintaining Location Services budget
  • Visitor management and reception activities ensuring quality customer service
  • Meeting and event coordination to include catering request and receiving orders, conference room coordination, and audio-visual equipment support

Required Qualifications:

• High school diploma or GED
• 0-2 years' experience in a related field or area
• Intermediate Microsoft Office skills
• Ability to respond positively to changing circumstances, seek and implement change to drive business improvement and serve as a model of the change
• Work collaboratively with Location Services Supervisor/Manager to provide support across the enterprise particularly during peak time
• Able to lift up to 40 lbs.
• Must be punctual and able to adapt to changing schedules.

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://rsmcanada.com/careers/life-at-rsm/rewards-and-benefits.html.

RSM does not tolerate discrimination and/or harassment based on race; colour; creed; sincerely held religious beliefs, practices or observances; sex (including pregnancy or disabilities related to nursing); gender (including gender identity and/or gender expression); sexual orientation; 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 Canadian uniformed service; Canadian Military/Veteran status ; pre-disposing genetic characteristics or any other characteristic protected under applicable provincial employment legislation.

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 [e-mail].

At RSM, an employee's pay at any point in their career is intended to reflect their experiences, performance, and skills for their current