Workplace Experience Manager

Gensler; Newport Beach (CA); On-site; USD 62,000 - 72,000; Full time

Job summary

Gensler's Southwest Region in Newport Beach is seeking a Workplace Experience Manager to lead employee and client experiences through our space, services, and programming. This hands-on leader partners with office leadership to curate a welcoming environment and delivers full-service support for our people.

The role oversees facilities, office operations, events, and program coordination, mentoring the Office Experiences Team and aligning with leadership on space evolution and budgets.

Qualifications

• Minimum 5 years professional experience in office/facilities management for a large office (50-100 people)
• Minimum 2 years College degree
• Excellent judgment, problem-solving, communication and interpersonal skills, including ability to work with individuals at all levels of management and maintain confidentiality
• Must be self-motivated, resourceful, reliable, flexible, and willing to work overtime as needed
• Proven ability to prepare and manage budgets
• Highly organized and focused, with the ability to prioritize and accomplish multiple tasks
• Highly proficient in Microsoft Office Suite, Teams, Canva, and Miro, etc.
• Comfortable with technology and new software
• Experience in a professional services firm-architecture, hospitality preferred
• Ability to work and thrive in a fast-paced, creative environment
• Demonstrated prior experience and passion for implementing sustainability and wellness-focused office initiatives including but not limited to supplies, vendors, catering, events, etc.

Responsibilities

• Develop programming in support of office culture including events and services
• Mentor and train Office Experiences Team
• Coordinate a well-rounded office events calendar
• Provide leadership in observing and evolving the workspace
• Communicate with staff via Teams and email about events and announcements
• Oversee all office facilities functions
• Develop and refresh processes and procedures
• Ensure cleanliness and general maintenance
• Hands-on management of office moves coordinating with IT, HR, and leadership
• Coordinate purchase/lease of office furniture and equipment with Regional Facilities Director
• Be principal contact with landlord for maintenance, building access, safety, and evacuations
• Collaborate with finance to manage budgets for events, supplies, repairs, etc.
• Oversee Studio Coordinators, Front Desk operations, and vendor relations
• Manage inventory of office supplies and kitchen sundries
• Maintain vendor relationships and evaluate accounts
• Oversee off-site and internal archive filing
• Implement best practices for office security
• Collaborate to plan meetings and events including All Staff and Firmwide events
• Provide staffing for setups and catering for events
• Manage event budgets and spaces with leadership

Skills

Communication

Budgeting

Leadership

Problem solving

Organization

Microsoft Office Suite

Teams

Canva

Miro

Sustainability initiatives

Education

College degree (minimum 2 years)

Tools

Microsoft Office Suite

Teams

Canva

Miro

Job description

Your Role

Gensler's Southwest Region is seeking a Workplace Experience Manager for its Newport Beach location.

Reporting directly to office leadership, the Workplace Experience Manager is a key partner in ensuring a curated client and employee experience through our physical space, services, and programming, befitting of an industry-leading design firm. This role is for a hands-on leader who employs a collaborative approach to delivery of meaningful experiences and full-service support for our employees.

Location: Newport Beach, CA, US

Time Type: Full-Time

Job ID: 8971

What You Will Do

Employee Experience

• Develop programming in support of our office culture, including curation of services, presentations, and other events to create a destination for employees.
• Mentor and train members of the Office Experiences Team to curate a welcoming environment that supports our people in doing their best work.
• Collaborate with office leaders to coordinate a well-rounded office events calendar of social, intellectual, educational, and inclusive reasons to come together.
• Provide leadership in understanding how our Office is being used and working with Leadership to evolve the environment through observation, experimentation, and innovation.
• Communicate effectively with all staff via various channels (Teams, email, All-Staff announcements, etc.) to share upcoming events, important announcements, changes in the workplace, and generally manage expectations for our employees.

Facilities Management

• Oversee all office facilities functions.
• Develop / refresh processes and procedures; communicate these to staff.
• Ensure cleanliness and organization of office, including but not limited to the coordination for replacement of light bulbs, carpet cleaning, paint touch up and general maintenance.
• Hands on management of office moves including coordination with IT, HR, and office leadership.
• Coordinate the purchase/lease of new office furniture and equipment with Regional Facilities Director
• Serve as principal contact with our landlord for maintenance issues, building access, safety, and evacuation procedures, etc.
• Collaborate with finance team to establish and manage budgets (events, storage, supplies, repairs, maintenance, moves, food & beverage, etc.), and ensure adherence to accounts payable procedures.

Office Management

• Oversee management of Studio Coordinators, Front Desk/Reception experience and operations.
• Collaborate with leadership on office operations; openly communicate and update leadership regarding office issues.
• Manage inventory of office supplies including kitchen and sundries.
• Maintain vendor relationships and periodically evaluate existing vendor accounts.
• Oversee off-site and internal archive filing.
• Implement best practices for building/office security.

Event/Meeting Planning

• Collaborate with teams to ensure the best meeting experience for employees, clients, and guests.
• Provide support and staffing management for setup of internal events such as staff meetings, impromptu meetings, guests, in-house small meetings requiring food and beverage setups.
• Provide event planning for both onsite and offsite events including All Staff Meetings, Holiday, and Bonus parties, Firmwide events as requested, and other special events.
• Work closely with Leadership in the management of meeting/event space, catering and entertainment including creating and managing event budgets.

Your Qualifications

• Minimum of 5 years professional experience in office/facilities management role for large office (50-100 people).
• Minimum 2 years College degree
• Excellent judgment, problem-solving, communication and interpersonal skills, including ability to work with individuals at all levels of management and maintain confidentiality.
• Must be self-motivated, resourceful, reliable, flexible, and willing to work overtime as needed.
• Proven ability to prepare and manage budgets.
• Highly organized and focused, with the ability to prioritize and accomplish multiple tasks.
• Highly proficient in Microsoft Office Suite, Teams, Canva, and Miro, etc.
• Comfortable with technology and new software.
• Experience in a professional services firm-architecture, hospitality preferred.
• Ability to work and thrive in a fast- paced, creative environment.
• Demonstrated prior experience and passion for implementing sustainability and wellness-focused office initiatives including but not limited to supplies, vendors, catering, events, etc.
• The right candidate will bring best practices and implement new processes as needed for improvement in all areas.

*The base salary will be estimated between $45.00-$52.00/hr plus bonuses and benefits and contingent on relevant experience

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to "Well-being Awareness Week," our offices reflect our people's diverse interests.

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has been established based on local markets.

As part of the firm's commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.

NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and Affinitative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state and local law.

Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with federal, state and local law.

See also Know your rights: Workplace discrimination is illegal, right to work and E-verify program, as required by law.

Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.

Regarding Gensler's approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email [e-mail].