Job description

The Real Estate and Workplace Strategies department is seeking a Workplace Experience Coordinator who will be tasked with providing exceptional hospitality and operational support to the Washington DC office. The ideal candidate for this position is a self-starter who will thrive in our dynamic and fast-paced environment to assist with a variety of needs across the organization. They will be essential in providing exceptional customer service and an efficiently operated office that meets the evolving needs of visitors and staff. The role is essential in providing efficient operations that meet the needs of the staff and workplace experience vision for the Real Estate and Workplace Strategies (REWS) department.

The Workplace Experience Coordinator is responsible for supporting day-to-day operations for the facilities, meetings and events, and administration at the Washington, DC, office. In this role, the position is also responsible for ensuring support for workspace reservations, visitation services, conference room and workspace management for our 100+-person Washington, DC office and visiting Client staff.

As a member of the Workplace Operations team, the Coordinator will report to the Operations Manager and provide administrative support to the Director of Workplace Operations and Administration. The role will collaborate with other colleagues supporting the workplace and managing Client offices on comprehensive organizational special projects.

Responsibilities:

Workplace Operations & Support

· Respond to inquiries for support from employees working remotely and in office.

· Maintain and update all inventory lists, including fixed assets, vendor lists, office equipment, and artwork, organizational charts, staff lists, and distribution lists

· Conduct office tours for DC based and visiting staff providing orientation on office equipment and other office and building amenities.

· Maintain DC workspace assignment in space management software in coordination with the Operations Manager and regularly update the staff contact list.

· Maintain the central DC office intranet site.

· Other projects, as assigned.

Administrative Support

· Process credit card expenses and invoices promptly, including obtaining manager and director approval. Reconcile invoices and vendor statements.

· Work with Operations to promote adequate data and information entry in Concur for credit card charges and invoices.

· Provide calendar management and general administrative support for Workplace management team.

Meetings and Events

· Assist in the scheduling, planning, and coordinating virtual, in-person, offsite, and hybrid events and meetings. Lead the event logistics such as catering, set up, etc.

· Communicate regularly with vendors providing event services support. Liaises with building management when submitting requests for building tenant event spaces.

· Coordinate travel arrangements, travel communications, and transportation for the DC area retreat, as needed by the Events department.

· Attend meetings as needed, and take/distribute comprehensive meeting notes

· Responsible for photography at all Workplace Ops & cultivation events.

· Provide ideas for culture and morale-building events for the DC office and assist in implementing the events.

· Responsible for ordering catering for events held in DC.

· Daily use of software platforms associated with maintaining meeting room requests, tracking meetings and events, managing user profiles and daily report distribution.

· Communicate regularly with vendors providing event services support. Liaises with building management when submitting requests for building tenant event spaces.

· Greet guests at the start of each meeting, fulfill additional meeting requests and provide direct support service, including participating in pre-event meetings and conducting phone or e-mail confirmations daily.

· Assist Operations Manager in event planning as needed.

Office Technology and Machines

· Learn to operate all office equipment, provide staff training, and oversee the proper use of all equipment. Troubleshoot office equipment and place service calls.

· Maintain and troubleshoot the conference room schedulers, phones, and video conferencing systems.

· Assist IT and Operations Manager with computer installations or office moves.

Onboarding

· Prepare new hire/onboarding material, meeting invites and provide administrative support for the onboarding manager.

· Coordinate with relevant HQ departments on recruiting and hiring processes for litigation staff, orientation,

· Served as assistant and backup for the Operations Manager in orienting new staff, fellows, clerks, and interns in the DC office.

Safety & Security

· Maintains supplies, first aid/CPR, and emergency preparedness kits.

· Participate in training and drills as a floor warden.

Training, Development, and DEI (Diversity, Equity, and Inclusion)

Ongoing education on topics of interest about this position, including but not limited to operational processes, feedback, emotional intelligence, Diversity, Equity, and Inclusion.

Qualifications:

· Bachelor’s degree preferred.

· 1-3 years experience in office administration and clerical support desired

· Excellent computer skills (Outlook, Zoom, Atlas, Microsoft TEAMS, Microsoft Word, and Excel).

· A can-do attitude, meticulous attention to detail, and an unrelenting commitment to high-performance standards.

· The ability to organize, set priorities among multiple assignments, meet deadlines, and function calmly under pressure.

· Flexible, punctual, and exceptionally reliable.

· Have patient phone etiquette as well as a warm friendly demeanor. A team player who will enthusiastically take on tasks that range from intellectually challenging to administrative.

· Office management or executive assistant training is a plus.

· Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations.

Contributes to creating a diverse, equitable, and inclusive work culture that encourages and celebrates differences.

Job Type: Full-time

Pay: $22.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Education:

• High school or equivalent (Preferred)

Work Location: In person

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