Workplace Experience Support Specialist Senior

RSM US; Toronto; On-site; CAD 52,000 - 66,000; Full time

Job summary

RSM US LLP is seeking a Workplace Experience Support Specialist Senior to manage daily office operations and hospitality for the Toronto location. You will handle visitor access, safety, and reception duties, while coordinating facilities tasks with building management and vendors.

You will also lead onboarding, assist with moves/remodels, and support meetings and events to energize local culture and client interactions.

Qualifications

• High school diploma or GED required.
• 3+ years of related experience.
• Proficient with Microsoft Office and able to learn firm systems.
• Ability to lift up to 40 lbs and stand for long periods.
• Adaptable to changing circumstances and drive improvements.

Responsibilities

• Maintain visitor management and reception duties.
• Support office operations and facilities projects.
• Coordinate maintenance, safety, and environmental tasks with building management.
• Assist with office moves/remodels and supply replenishment.
• Provide onboarding support for new hires and interns.
• Assist with meeting and event coordination, including catering and AV setup.

Skills

Customer service

Hospitality mindset

Office administration

Education

High school diploma or GED

Tools

Microsoft Office Suite

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.

The workplace experience support specialist senior delivers 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 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.

Responsibilities:

• 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.
• Participate as a key team member in office operations and facilities projects, including real estate projects (i.e., remodel, office relocation, equipment moves).
• 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.
• Purchase and maintain inventory of office supplies and equipment by monitoring supply quantity and replenishing materials before depletion.
• 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.
• Monitor ServiceNow regularly to check for incoming location services 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 location services 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.

Required Qualifications:

• High school diploma or GED
• 3+ years of experience in related field required
• Demonstrates a working knowledge of tools, resources and technology required with assigned responsibilities
• Intermediate to Advanced Microsoft Office skills, ability to learn programs/software utilized by the firm and train others as neede
• Ability to lift up to 40 lbs. and stand on your feet for an extended period of time
• Has the ability to respond positively to changing circumstances, seeks and implements change to drive business improvement and serv