Workplace Experience Support Specialist

RSM US in India; Bengaluru; On-site; INR 450,000 - 600,000; Full time

Job summary

RSM US in India is seeking a Workplace Experience Support Specialist to deliver the Bengaluru location experience, including visitor management, reception, safety and facilities coordination.

You will work with ESS teams to maintain a safe, clean, and well-managed office space, coordinating with building management and vendors while supporting onboarding and day-to-day ESS requests.

Qualifications

• Bachelor's degree required with 0–1 year experience preferred.
• Excellent communication and people skills are essential.
• Proficient in Microsoft Office and able to learn firm-specific tools.

Responsibilities

• Coordinate with building management on security, safety and health initiatives.
• Assist with visitor management and reception activities.
• Support office moves/remodels and coordinate with vendors.
• Maintain inventory of office supplies and equipment and ensure cost efficiency.
• Audit invoices and reconcile with accounts payable.
• Support meetings and events logistics including catering and AV setup.

Skills

Communication

MS Office

Organization

Attention to detail

People skills

Proofreading

Presentation skills

Multitasking

Facilities management

Education

Bachelor's Degree

Associate degree or 2 years of experience preferred

Tools

Microsoft Office

Job description

The workplace experience support specialist, under minimal to no direction, helps deliver the office location workplace experience for colleagues. Thisposition is responsible for supporting daily office operations, such as visitor management, safety, hospitality experiences, reception (including answeringmultiline 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 provides best-in-class hospitality experiences for internal and external clients. In tandem with the workplaceexperience support supervisor or manager, ensures the location is safe, well-maintained and clean. Be responsible for interaction with buildingmanagement and vendors. This position oversees maintenance of office equipment and supplies, including furniture, phones (excluding cellphones),security cards and also the ordering and replenishing of office supplies. Assist with any office moves/remodels as needed. Also, provides assistance toother areas of ESS, performing and working on intermediate to advanced projects or requests. Act as a liaison to the office/market leader for anythingrelated to workplace experience support as needed.
The workplace experience support specialist supports the effort in sustaining and energizing a local culture that supports positive connection with the largerfirm 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 healthand safety team and/or emergency evacuation team, environmental sustainability efforts, forms anddocumentsrequiredfrom 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 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 orservice that needs to be performed in the location and provide it to the location supervisor/manager for review andselection.
• Coordinate maintenance of the office space, including carpet maintenance, security system, air-conditioning, plantservice, 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 andreplenishingmaterialsbefore depletion.
• Determine if supplies should be purchased directly from an approved vendor or research other vendors to ensure costefficiency 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. Providenewhires/interns/transferswith all necessary office needs. Train new employees on building procedures, local officepolicies and use of equipment and systems.
• Work with workplace experience supportsupervisor/manager/HRrelating to employee terminationstodeactivate/collectaccess badges and any other items belonging to the firm when necessary. Collect and return anydeparting employee items as needed.
• Monitor ServiceNow regularly to check for incoming workplace experience support requests andacknowledges/fulfillsthoserequests in a timely manner. Provide routine support and guidance, as necessary, in one or more of thefollowing 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 facilityper firm record retention procedures.
  Support visitor management and reception activities ensuring quality customer service. Keeps track of all visitorsand visitor access badges in national visitor log.
  Provide meeting and event coordination including catering request orders, setup/cleanup, conferenceroomreservationsand audio-visual equipment support.

EDUCATION

• Bachelor's Degree
• 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 tolearnprograms/softwareutilized by the firm
• Demonstrates a basic knowledge of the technology tools requiredwithin assignedresponsibilities
• 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 andtables, speaker notes and handouts, etc.
• Ability to balance multiple tasks and projects
• Intermediate knowledge of facilities management

SPECIAL REQUIREMENTS SPECIFC TO JOB

• Must be punctual and able to adapt to changing schedules
• Ability to convey instructions clearly and concisely and beresponsive when required
• Maintains professionalism in demeanor, conversation and attire

EXPERIENCE

• 0 to 1 year(s) 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 andimplements change to drive business improvement and serves as a modelof the change
• Works collaboratively with the workplace experiencesupportsupervisor/managerto provide support across the enterpriseparticularlyduringpeak times

PREFERRED REQUIREMENTS

• Prior experience in a professional office environment