Workplace Experience Manager

Edelman Amsterdam; San Francisco (CA); On-site; USD 68,000 - 115,000; Full time

Job summary

Edelman seeks a proactive Workplace Experience/Office Manager to oversee daily operations in its San Francisco office. The role involves vendor management, office safety compliance, and enhancing employee experience in a hybrid work environment. Candidates should possess strong interpersonal skills and relevant work experience in a corporate setting.

Benefits

Medical and dental insurance

401K

Paid time off

Travel assistance

Wellness programming

Qualifications

• Bachelor's degree or equivalent work experience required.
• Experience in facilities management and event planning crucial.
• Proficient in Microsoft Office and familiar with office management platforms.

Responsibilities

• Manage office access, space planning, and vendor relationships.
• Coordinate safety compliance and manage office events.
• Support onboarding processes and foster a positive office culture.

Skills

Interpersonal skills

Problem-solving skills

Excellent communication

Vendor relationship management

Facilities management

Education

Bachelor’s degree or equivalent work experience

Tools

Microsoft Office Suite

Condeco

Verkada

PeopleSoft/Workday

Job description

Edelman is a voice synonymous with trust, reimagining a future where the currency of communication is action. Our culture thrives on three promises: boldness is possibility, empathy is progress, and curiosity is momentum.

We are in relentless pursuit of an equitable and inspiring workplace that is respectful of all, reflects and represents the world in which we live, and fosters trust, collaboration and belonging.

We are seeking an experienced, highly organized and proactive Workplace Experience/Office Manager to oversee the daily operations of our San Francisco physical office housing 80 full-time employees working in a hybrid manner.The role will report into the US Workplace Experience Team and be accountable to local Leadership in the San Francisco Office. The ideal candidate will have a strong understanding of the Marketing Communications, Media, Entertainment or Creative Industry, be onsite to ensure our workplace runs smoothly and support employee productivity while reflecting our company's values and culture. This role requires strong interpersonal skills, problem-solving skills, excellent communication, the ability to manage vendor relationships and coordinate administrative processes.

Responsibilities:

• Seating & Space Management: Manage office access, security badges, hybrid seating approach and space planning to optimize efficiency
• Work closely with HR on compliance with safety and health regulations, such as OSHA standards and fire codes, ensuring a safe and comfortable working environment for all staff
• Work with building management on all vendor visits, service bookings, COI’s, security issues; work with janitorial staff on general maintenance and cleanliness of space.
• Foster and manage vendor relationships, to include onsite visits, tracking and follow-up
• Event management from start to finish, to include booking, logistic coordination, day of set-up and support
• Order and track inventory and spend for all SF Office needs: Kitchen supplies, snacks, general office and storage supplies. Manage stocking needs on floors when needed.
• Business Accounts: Point for set-up/deletion of business accounts (Seamless Web, UPS, Fed Ex, Staples, Workspeed, etc.)
• Acting member of the Emergency Response Team, assist in responding to in-office emergencies, including crowd control and communication. Maintain Fire Warden lists and work with building management on necessary drills and training.
• Provide general day-to-day support to SF Leadership team

Oversee all financial aspects of Workplace Experience, including but not limited to:

• Vendor Management - Work with vendors and Edelman legal team on annual contracts, maintenance, and delivery of services agreements
• Handle all new vendor set-ups and ACH documents
• Create, submit, track and follow-up on PO’s, both with vendors and AP
• Complete monthly finance trackers (including blanket PO’s) and Depreciated Asset as needed
• Manage and track monthly Employee Welfare spend for SF office
• Assist with budget creation – fiscal year and individual projects
• Submit personal time sheets and expenses in a timely manner

Employee Experience & Culture

• Support onboarding and offboarding processes and daily customer service to ensure an optimal in-office experience for staff
• Work closely with the Global Citizenship team to coordinate local events and reporting across all pillars: Sustainability, Volunteerism, Pro-Bono and Wellness
• Serve as the first point of contact for all employee needs/concerns to help foster a positive, inclusive, and productive office culture

People Development

• Develop strong rapport and relationship with Local leadership, staff, HR & IT personnel and building management
• Participate in the common review process for peers and managers
• Live the Edelman values and comply with all company Policies and Procedures

Basic Qualifications:

• A Bachelor’s degreeor equivalent work experience

Preferred Qualifications:

• Proficient in Microsoft Office Suite, and a working knowledge of other office management platforms (e.g. Condeco, Verkada and PeopleSoft/Workday (or comparable ERP software).
• You should be able to self-direct, possess excellent interpersonal, written/communication skills and interact professionally with individuals across all levels.
• Facilities management, event planning, and familiarity with California workplace safety regulations are essential.

$68,000 - $115,000 a year

#LI-JLF

An employee’s pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, travel requirements, revenue-based metrics, any contractual agreements, and business or organizational needs. The range listed is just one component of DJEH’s total compensation package for employees. Other rewards may include annual bonuses, a Paid Time Off policy, and region-specific benefits.

Edelman offers a wide range of benefits: medical and dental insurance, vision, 401K, life insurance, disability insurance, paid time off, travel assistance and wellness programing.

Edelman is committed to diversity, equity and inclusion and proud to be an equal opportunity employer. We welcome and encourage racially and ethnically diverse people, members of the LGBTQ community, veterans, parents, individuals with disabilities and members of any and all protected classes to apply.