Workplace Experience Support Specialist Senior

RSM Canada; Toronto; Hybrid; CAD 56,000 - 84,000; Full time

Job summary

RSM is seeking a Workplace Experience Support Specialist Senior to manage office experience at our Toronto location. You will support daily operations, visitor management, safety, hospitality, reception, and facilities coordination in line with ESS playbooks and firm policies.

You’ll lead onboarding for new hires and interns, oversee space maintenance, manage supplies, assist with office moves, and collaborate with location services leadership to improve processes while delivering high-touch

Qualifications

• High school diploma or GED.
• 3+ years of experience in related field required.
• Intermediate to Advanced Microsoft Office skills, ability to learn programs/software utilized by the firm and train others as needed.
• Ability to lift up to 40 lbs. and stand for an extended period of time.
• 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.
• Effective organization, prioritization and time management skills, and strong attention to detail.
• Works collaboratively with location services leadership to provide input and support during the business planning process.

Responsibilities

• Maintain updated building security information and support safety initiatives.
• Lead office operations and facilities projects including remodels and relocations.
• Coordinate maintenance of office space and equipment.
• Purchase and maintain inventory of office supplies and equipment.
• Lead onboarding for new hires and interns.
• Monitor ServiceNow requests and fulfill them promptly.
• Handle mail services, courier operations, and packaging needs.
• Support print, bind, scan, and document management.
• Oversee visitor management and reception activities, tracking visitor badges.
• Coordinate meeting and event logistics and AV support.
• Serve as a resource on office policies and procedures.

Skills

Attention to detail

Organizational skills

Team collaboration

Change management mindset

Education

High school diploma or GED

Tools

Microsoft Office

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 serves as a model of the change
• Effective organization, prioritization and time management skills, and strong attention to detail
• Works collaboratively with location services leadership to provide input and support during the business planning process

At RSM, we offer a competitive benefits and compensation package for all our people. Learn more about our total rewards at https://rsmcanada.com/careers/life-at-rsm/rewards-and-benefits.html.

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.

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 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: $55,500 - $84,300