Job Summary

Based in Waltham, MA, the Workplace Experience Assistant is responsible for supporting facility related activities. This position takes direction from the Regional Facilities Program Manager and the onsite Facility Manager. This position supports the client’s business services, moves & relocations, site events and site operations. The Workplace Experience Assistant serves as a department liaison to the employees and the management teams at the facility. This position is responsible for the delivery of all assigned facility services functions, including mail and deliveries. The Assistant ensures that services are delivered cost effectively and executed to world-class standards.

This is a client-facing role, and deals directly with site employees, visitors, and contractors. In addition, this position will work collaboratively and cross-functionally with the entire Americas Operations team on the development and delivery of new initiatives and maintaining the utilization of the office space in accordance with portfolio standards, leading business readiness/change management planning, establishing parity of amenities, documentation of best practices and development of standards on service levels. 

Job Requirements

• Build strategic relationships with the local leadership to align service deliveries to their business objectives and site needs.
• Manage breakroom supplies ordering and stocking of cabinets
• Analyze occupancy/vacancy data for space planning working closely with the Space Planning Manager for portfolio planning.
• Ensure CAFM program (Planon) metrics are accurate
• Provide exemplary customer service through employee feedback mechanisms – i.e. surveys, focus groups, ad hoc group meeting, etc.
• Assist with the physical move process and other facility related tasks as assigned.
• Ensures that supplies are ordered, and supply cabinets stocked
• Will be the primary receptionist, including phone answering, guest sign-in, survey attestation confirmation, temp screening confirmation, conf room scheduling, catering scheduling assistance, and other related receptionist duties
• Assists in coordinating mail transfer and handling
• Ensure that all operations adhere to and remains in compliance to all company policies.
• Analyze current process and procedures and implement process improvements as necessary in partnership with manager and local leadership.
• Track assets such as furniture, fixtures, etc.
• Offer project support for all assigned facility related projects
• Event set up coordination and management to ensure inside or outside vendors set event up according to specified standards.
  

Education & Experience

• 3 plus year experience in a building operational support role
• Knowledge of basis facility management and real estate principles
• Strong business acumen and business management skills
• MS Office experience; Outlook, Excel, Word, PowerPoint, Teams
• Strong organizational skills, independent thinking with ability to prioritize
• Demonstrated ability to manage multiple, critical projects in an atmosphere of uncertainty and change
• Self-motivated, detail-oriented, flexible and able to think strategically.
• Strong customer service orientation and problem resolution skills
• Requires excellent verbal and written communication skills
• Must be able to consistently lift up to 30 pounds. Ability to sit, stand and walk for extended periods of time and capable of extensive bending, stooping, stretching, pushing, and carrying