Sr. Specialist Workplace

Purpose & Overall Relevance for the Organization:

Connect with our internal clients in relation to the experience provided and ensure together with the team, a rapid and effective response.

Key Responsibilities:

• Ensure that at all times, all areas of our entire premises (office, storage, shipping/receiving, mechanical, and parking) are maintained in function and appearance as vital parts of a first-class facility, in full accordance with all established safety, housekeeping and brand promotion standards.
• Lead all event and meeting setups, working with business leaders to proactively ensure all facility requirements have been addressed (including communications, contractor/vendor insurance requirements, signage, equipment, A/V, stage, chairs, HVAC
• Oversee and liaise in partnership with C&W coordinator with coffee, vending machine, janitorial, pest control, and hygiene services providers to monitor efficient and effective performance in maintaining a first-class office environment.
• Manage adequate stock levels of office supplies, coffee supplies, and janitorial supplies on an ongoing basis.
• Conduct Workplaces Orientations for new hires as part of Onboarding process (currently manager does this)
• Greet visitors/guests – validate against guest list, provide badge, parking validation as necessary.
• Serve as company concierge in regard to guests, clients, staff, providing tours of facilities, recommendations for hotels, restaurants, points of interest, etc
• Coordinate catering for meetings with support staff and caterers
• Schedule meeting rooms, ensuring that each conference room has necessary supplies and set up prior to meeting times.
• Assist with AV equipment for meetings.
• Assist with daily management of facilities.
• Primary support for Workplaces related projects, including renovations, reconfigurations of workstations and movement of employees.
• Vendor procurement and coordination for special projects
• Budget management in partnership with manager
• Participation on regional-global projects related to Workplaces capabilities, including Sustainability, portfolio strategy, H&S, Workplace experience)
• Partnership with DC facilities to perform any task guidance presented by the regional team

Key Relationships:

• HR, Vendors
• FLM members
• HR Team
• Finance
• Workplace Regional team

Requisite Education and Experience / Minimum Qualifications:

• 3-4 years experience in business administration and or/design fields (engineering, architecture)
• Public relations experience
• Office
• Basic English level