Workplace Experience Support Specialist

rsm; Harrisburg (Dauphin County); On-site; USD 42,000 - 66,000; Full time

Job summary

RSM is seeking a Workplace Experience Support Specialist to help manage daily office operations, visitor experiences, safety, hospitality, and facilities coordination at the Harrisburg location. You will act as a liaison with building management and vendors to keep the space safe, clean, and well-maintained.

The role involves handling reception duties, addressing maintenance issues, processing invoices, and supporting onboarding for new hires.

Qualifications

• Experience supporting office operations and facilities is preferred.
• Experience handling visitor management and reception duties.
• Ability to coordinate with building management and vendors.

Responsibilities

• Coordinate with building management to handle security, safety, and maintenance needs.
• Reconcile monthly parking and services billing from landlords.
• Conduct daily location walk-throughs and address maintenance issues.
• Follow the workplace experience playbook for services and procedures.
• Solicit bids from internal and external vendors and present for review.
• Maintain office space equipment, furniture, and supplies, and manage repairs.
• Audit service invoices and process payments.
• Manage inventory and procurement of office supplies.
• Assist with onboarding and offboarding processes, and return assets.
• Monitor ServiceNow for requests and fulfill them timely.

Skills

Visitor management

Facilities coordination

Vendor management

Billing reconciliation

Office operations

Tools

ServiceNow

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, 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. 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 provides best-in-class hospitality experiences for internal and external clients. In tandem with the workplace experience support supervisor or manager, 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 also the ordering and replenishing of office supplies. Assist with any office moves/remodels as needed. Also, provides 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 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.

Essential Duties

• Coordinate with building management to maintain 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, and 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 or service that needs to be performed in the location and provide it to the location supervisor/manager for review and selection.
• Coordinate maintenance of the office space, including carpet maintenance, security system, air-conditioning, plant service, 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 replenishing materials before depletion.
• Determine if supplies should be purchased directly from an approved vendor or research other vendors to ensure cost efficiency 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. 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.
• Work with workplace experience support supervisor/manager/HR relating to employee terminations to deactivate/collect access badges and any other items belonging to the firm when necessary. Collect and return any departing employee items as needed.
• Monitor ServiceNow regularly to check for incoming workplace experience support requests and acknowledges/fulfills 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, 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 facility per firm record retention procedures.
• Support visitor management and reception activities ensuring quali