Workplace Experience Assistant

Youre an excellent communicator comfortable interacting with all levels of employees management and thirdparty vendors. You are detail focused have impeccable judgment. You always lead with yes but are comfortable saying no to requests that dont fit team and/or company goals. Youre sensitive to employees needs and the needs of the company and your team. You know that providing excellent customer service might mean dropping everything to sort out an unexpected problem but thats OK; last minute requests dont faze you.

The Workplace Experience Assistant provides workplace services to increase productivity and organizational effectiveness for our corporate office supporting our corporate facilities team. This role is at the forefront of delivering a positive office experience and performs a wide variety of clerical and administrative duties mail and stock room responsibilities in addition to facility maintenance and operational support.

This role requires a 40hour work week in our Bolingbrook Office MF within the hours of 6am5pm as determined by the Facilities manager.

Liaise with vendors building managers and landlords as needed.

Space planning and occupancy data analysis

Provide coordination and support for delivery of all workplace services.

Maintain awareness of the workspace and submit janitorial and maintenance work orders as needed communicating with appropriate partners to address issues.

Maintain and coordinate the cleanliness and safety of assigned buildings and area kitchen equipment etc. and perform daily rounds of the building reporting and escalating issues to your lead and team members as appropriate.

Assist with conference room set up and clean up including monitoring the conference room schedule and providing meeting support.

Process all incoming and outgoing US Mail FedEx UPS and internal mail. Operate automated mailing and shipping equipment.

Stock organize and maintain office and pantry supplies for the Tallgrass facility.

Assist with special projects as needed and directed by the Facilities Manager.

Monitors the Corporate Facilities email regularly.

Responds to customer requests and complaints professionally and promptly with accurate and thorough information according to the specific request.

Assist with a range of light to heavy duty activities such as swapping desk controls meeting setup furniture reset and delivery of furniture and supplies.

Troubleshoot issues with workstations furniture and equipment and light furniture assembly: cabinets shelving etc.

Utilizes and maintains integrity of databases and supports data entry of required reports and other digital tools associated with service delivery as requested.

Follows security and emergency procedures as defined by the property and responds to emergency situations in a calm efficient manner. Summons appropriate assistance as necessary.

Maintain records of vendor proof of insurance and contractual documentation in place.

Share resources knowledge and practices with teammates to improve the office.

Coordinate all inoffice events for employees

Identify areas of process improvement and create action plans.

Maintain workplace experience master documents spreadsheets calendars and floorplans.

Perform other duties and special projects as requested.

Ability to comprehend and interpret instructions short correspondence and memos and ask clarifying questions to ensure understanding.

Ability to respond to common inquiries or complaints from clients coworkers and/or supervisors.

Ability to effectively present information to an internal department and/or large groups of employees.

Comfortable meeting and engaging with new people with a warm and engaging demeanor ability to assess circumstances empathize and offer help.

Utilize a high level of attention to detail as well as strong interpersonal skills.

Have a positive attitude and a strong sense of urgency in resolving any issues that arise.

Requires basic knowledge of financial terms and principles with an ability to calculate simple figures such as percentages.

Ability to understand and carry out general instructions in standard situations and to solve problems in standard situations requiring basic analytic skills.

Highschool Diploma required.

Minimum of 2 years experience in office services hospitality workplace programs space or floor planning analysis facilities and/or site management experience for a large company.

Intermediate skills with Microsoft Office.

Highly adaptable and flexible ability to work independently with little supervision.

Strong communication skills across employees at all levels within the organization

Demonstrated ability to handle multiple tasks with little or no supervision.

Advanced problemsolving skills: ability to triage and create sensible effective prioritization.

Positive attitude; grace under pressure.

Accurate organized punctual and accountable.

Comfortable with and embrace new technologies and digital tools such as apps databases financial management work order management communications and handheld mobile technologies and applications.

Normal office demands.

Physical ability to assist with warehouse operations.

On a regular basis requires the ability to walk reach with hands and arms stand for a minimum of 68 hours and able to lift 50 lbs.

On a frequent basis requires the ability to stoop kneel and crouch. On an occasional basis requires the ability to climb a ladder and balance.