Workplace Experience Specialist

Key Responsibilities

• Office Management:
• Lead office operations, ensuring a clean, organized, and functional workspace.
• Develop and implement office policies and procedures, maintaining consistency across regional offices.
• Oversee space planning, office moves, seating assignments, and office layout adjustments, ensuring optimal use of space.
• Manage office supplies and vendor relationships, ensuring cost-effective purchasing and prompt issue resolution.
• Collaborate with IT to ensure technology needs are met, including AV equipment, workstations, and conference rooms.
• Collaborate with the HR team on onboarding and offboarding processes, ensuring a smooth experience for new hires and departing employees.
• Employee Engagement Projects
• Own corporate Swag strategy by ensuring inventory levels are maintained, tracking distribution for company events, employee onboarding, and client gifts, and managing the budget for swag purchases. Coordinate with vendors to ensure timely delivery and quality of items while also organizing storage and maintaining records of all swag-related activities.
• Global library program management: Implement and manage a check-in/check-out system for borrowing library items, tracking usage, and returning materials. Coordinate with Sr leader and employees to gather feedback on desired additions to the library collection and regularly update the offerings. Promote the library program through internal communications and events to encourage employee engagement and learning.
• Facility and Maintenance Management:
• Coordinate general office repairs, and preventative maintenance and manage facility-related issues with building management and vendors as needed.
• Lead local health and safety initiatives, ensuring compliance with all regulatory requirements.
• Manage relationships with building management, contractors, and service providers.
• Oversee sustainability initiatives, including energy usage, waste reduction, and recycling programs.
• Monitor and track facilities-related expenses.
• Event and Travel Coordination:
• Lead the planning and execution of Vancouver office events, including employee engagement activities, team-building events, and office celebrations.
• Manage the company’s travel program. For individual and group travel, and ensuring cost-effective travel arrangements.
• Provide travel guidance and support to G’ians.
• Financial and Administrative Support:
• Manage the office budget, including tracking expenses, processing invoices, and reconciling accounts.
• Develop and maintain documentation for all workplace processes, ensuring easy access for relevant stakeholders.
• Manage the reconciliation of the company’s travel credit card expenses, ensuring accurate tracking, documentation, and reporting of all travel-related expenditures.
• Work closely with the finance team to resolve discrepancies and ensure timely processing of travel expenses.
• Strategic Initiatives:
• Identify opportunities to improve the workplace experience, including implementing new technologies, amenities, and services that enhance employee satisfaction.
• Lead or participate in cross-functional projects to improve workplace efficiency, employee engagement, and operational excellence.
• Stay current on industry trends and best practices in workplace management, making recommendations for continuous improvement.

Who You Are

• Experienced: 3+ years of experience in office management, facilities management, or a related field, preferably in a fast-paced and dynamic environment.
• Service-Oriented: Committed to providing exceptional service to all stakeholders, with a strong sense of urgency and the ability to prioritize effectively.
• Problem Solver: Ability to think critically and execute solutions quickly, focusing on continuous improvement.
• High Standard of Excellence: You hold yourself and your team to a high standard and consistently deliver top-quality work.
• Detail-Oriented: Strong organizational skills and attention to detail are essential in managing multiple tasks and responsibilities.
• Innovative: A proactive approach to identifying opportunities for improvement and implementing innovative solutions.
• Committed: A strong commitment to upholding company values and creating a positive, inclusive workplace culture.