Workplace Support Specialist

Overview

The Workplace Experience Support Specialist delivers a best‑in‑class office experience by supporting daily operations such as visitor management, hospitality, reception, and facilities coordination across one or multiple locations.

• Coordinate with building management to maintain building security information, workplace health and safety, environmental sustainability, and special requests.
• Reconcile monthly parking and extra services billing from the landlord.
• Perform daily walk‑throughs of the location and follow up on maintenance issues raised by supervisors or other personnel.
• Leverage and deliver services and procedures outlined in the workplace experience support playbook.
• Request bids from internal resources, building maintenance, and outside vendors or contractors for work or service, and present them to the location supervisor/manager for selection.
• Coordinate maintenance of office space, including carpet, security system, air‑conditioning, plant service, furniture repairs, appliances, office equipment, and AED devices.
• Audit service invoices for accuracy and submit to accounts payable for processing.
• Purchase and maintain inventory of office supplies and equipment, monitor quantity, and replenish before depletion.
• Determine whether supplies should be purchased directly from approved vendors or research alternatives for cost efficiency, ensuring compliance with national programs.
• Maintain vendor relationships, process payments, and track total spend.
• Review charges on firm‑issued purchasing cards 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 following the ESS orientation toolkit, providing necessary office items and training on building procedures, local office policies, and equipment.
• Work with supervisor/HR on employee terminations to deactivate or collect access badges and other firm items.
• Monitor Service Now for incoming workplace experience support requests, acknowledge, and fulfill them promptly.
• Handle mail services, including distribution, UPS, and Fed Ex.
• Perform print, bind, scan, and copy jobs for the business.
• Locate and check out client files, maintain client records, and order files from offsite storage per retention procedures.
• Support visitor management and reception activities, ensuring quality customer service and tracking all visitors and badges.
• Provide meeting and event coordination, including catering orders, set‑up/cleanup, conference room reservations, and audio‑visual equipment support.
• Perform other duties as assigned.

• 5 days in office.

• High school diploma or GED.
• Associate degree or 2 years of experience preferred.

• 0 to 3 years in a related field or area.
• Ability to handle multiple tasks effectively and efficiently.

• Effective communication with a diverse audience.
• Intermediate Microsoft Office skills and ability to learn firm‑specific programs/software.
• Basic knowledge of technology tools required within assigned responsibilities.
• Strong organization, prioritization, time‑management, and attention to detail.
• Excellent people skills, grammar, proofreading, and presentation preparation (charts, graphics, tables, speaker notes, handouts).
• Ability to balance multiple tasks and projects.
• Intermediate knowledge of facilities management.

• Respond positively to changing circumstances and implement change to drive business improvement.
• Collaborate with the workplace experience support supervisor/manager to provide cross‑enterprise support, especially during peak times.

• Ability to lift up to 40 lbs. and stand for extended periods.
• Must be punctual and adapt to changing schedules.
• Must convey instructions clearly and concisely, and respond promptly when required.
• Maintain professionalism in demeanor, conversation, and attire.

• Prior experience in a professional office environment.

Compensation Range: $46,100 – $73,700.

All applicants will receive consideration for employment as RSM does not tolerate discrimination or harassment based on race, color, creed, sincerely held religious beliefs, practices, or observances, sex (including pregnancy or disabilities related to nursing), gender, sexual orientation, HIV status, national origin, ancestry, familial or marital status, age, physical or mental disability, citizenship, political affiliation, medical condition, domestic violence victim status, or any other characteristic protected under applicable law.

Accommodation for applicants with disabilities is available upon request. RSM is committed to providing equal opportunity and reasonable accommodation for people with disabilities.