Workplace Experience Support Specialist

About the Role

The Workplace Experience Support Specialist helps deliver the office location workplace experience for colleagues, supporting daily office operations such as visitor management, safety, hospitality, reception, and facilities coordination. This role provides best-in-class hospitality experiences for internal and external clients.

Key Responsibilities

• Support daily office operations including visitor management, safety, hospitality, reception (answering multiline telephone systems), and facilities coordination.
• Ensure the location is safe, well-maintained, and clean.
• Interact with building management and vendors.
• Oversee maintenance of office equipment and supplies, including furniture, phones, security cards.
• Order and replenish office supplies.
• Assist with office moves/remodels as needed.
• Perform intermediate to advanced projects or requests for other areas of ESS.
• Act as a liaison to the office/market leader for workplace experience support matters.
• Sustain and energize local culture through internal and client-facing activities.
• Coordinate with building management on building security, health and safety, emergency evacuation, environmental sustainability, landlord requirements, and maintenance issues.
• Reconcile monthly billing for parking and extra services provided by the landlord.
• Perform daily walk-throughs and follow up on maintenance issues.
• Leverage and deliver services and procedures outlined in the workplace experience support playbook.
• Request bids from internal resources, building maintenance, and outside vendors for work or services.
• Coordinate maintenance of office space, including carpet, security systems, air-conditioning, plant service, furniture repairs, appliances, office equipment, and AED devices.
• Audit service invoices for accuracy and submit for processing.
• Purchase and maintain inventory of office supplies and equipment.
• Determine cost-efficient purchasing from approved or alternative vendors.
• Maintain vendor relationships, process payments, and track total spend.
• Ensure supply orders comply with national programs.
• Review and reconcile firm-issued purchasing card charges.
• Review employee logs for new hires, transfers, or departures.
• Assist with new hire/intern onboarding, providing necessary office needs.
• Train new employees on building procedures, local office policies, and equipment/system usage.
• Work with management and HR to deactivate/collect access badges and firm items for departing employees.
• Monitor ServiceNow for workplace experience support requests and fulfill them promptly.
• Handle mail services, including distribution of mail, UPS, FedEx, etc.
• Manage print, bind, scan, and copy jobs.
• Locate, check out, and order client files from offsite storage per firm record retention procedures.
• Support visitor management and reception activities, tracking visitors and access badges.
• Provide meeting and event coordination, including catering, conference room reservations, and audio-visual equipment support.
• Perform other duties as assigned.

Requirements & Tech Stack

• Intermediate Microsoft Office skills
• Basic knowledge of technology tools required within assigned responsibilities
• Intermediate knowledge of facilities management
• ServiceNow (monitoring for requests)

Qualifications

• High school diploma or GED
• Associate degree or 2 years of experience preferred
• Ability to communicate effectively with a diverse audience
• Effective organization, prioritization, and time management skills
• Strong attention to detail
• Excellent people skills
• Strong grammar and proofreading skills and experience
• Ability to prepare presentations including charts, graphics, tables, speaker notes, and handouts
• Ability to balance multiple tasks and projects
• Ability to lift up to 40 lbs. and stand on feet for extended periods
• Punctual and adaptable to changing schedules
• Ability to convey instructions clearly and concisely
• Responsiveness when required
• Professional demeanor, conversation, and attire

Experience

• 0 to 3 years of experience in a related field or area
• Prior experience in a professional office environment preferred
• Ability to handle multiple tasks effectively and efficiently

Leadership Skills

• Ability to respond positively to changing circumstances
• Seek and implement change to drive business improvement
• Serve as a model of change
• Work collaboratively to provide support across the enterprise, particularly during peak times

Note: This role requires being in-office five (5) days per week.

Compensation Range: $46,100 - $73,700