Workplace Experience Support Specialist

RSM US LLP; Bengaluru; On-site; INR 300,000 - 500,000; Full time

Job summary

RSM US LLP is seeking a Workplace Experience Support Specialist in Bengaluru to oversee daily office operations, visitor management, safety, hospitality, and facilities coordination. The role involves assisting with office moves/remodels, coordinating with building management, and ensuring a clean, secure environment for staff and clients.

Ideal candidates have a Bachelor's degree or an Associate degree with 2 years of experience, strong communication skills, and proficiency in MS Office.

Qualifications

• Bachelor's Degree required.
• Associate degree or 2 years of experience preferred.

Responsibilities

• Coordinate with building management to maintain security and safety information.
• Perform daily location walkthroughs and follow up on maintenance issues.
• Provide visitor management, reception and hospitality support.
• Assist with office moves/remodels and supply inventory management.
• Audit invoices and manage vendor relationships and payments.

Skills

Customer service

Communication

Multitasking

MS Office

Visitor management

Education

Bachelor's Degree

Associate degree or 2 years of experience preferred

Tools

ServiceNow

Job description

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, 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 and documentsrequired from 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 and replenishingmaterials before 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. Providenew hires/interns/transfers with all necessary office needs. Train new employees on building procedures, local officepolicies and use of equipment and systems.
• Work with workplace experience support supervisor/manager/HR relating to employee terminations todeactivate/collect access 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 and acknowledges/fulfillsthose requests 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, conference roomreservations and 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 to learnprograms/software utilized by the firm
• Demonstrates a basic knowledge of the technology tools requiredwithin 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 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 experience supportsupervisor/manager to provide support across the enterprise particularlyduring peak times

Preferred Requirements

• Prior experience in a professional office environment

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://rsmus.com/careers/india.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; 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 Indian Armed Forces; Indian Armed Forces Veterans, and Indian Armed Forces Personnel 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 send us an email at [e-mail].

Requirements: