Senior Workplace Experience and Operations

In this role, you will support the daily operations of our group to deliver:

- Workplace Services for employees and visitors, including Reception, meeting rooms, pantry service, catering orders, onboarding, and meeting/event management (office, segment, training, etc.).
- Operations Services such as facilities management, security, repairs and maintenance, space utilization (lockers), mail/print/supplies, emergency preparedness, contingency plans and vendor management.
- Collaborating with our Operations Manager & other segment heads for various RFP printing requirements and client deliverables.

**What You’ll Do**

Workplace Experience team members may be called upon to assist with a variety of assignments within our portfolio of services, however, this role has a focus on administrative and facilities support as follows:

- Greet all employees and visitors in a professional and friendly manner, notifying the respective hosts of their arrival and direct them to their assigned room.
- Act as a liaison between the Regional Workplace Experience team and service providers, assisting with the coordination and scheduling of office, vendor, and building services.
- Field requests for assistance with maintenance requests such as temperature control, resetting lockers, etc.
- Maintain integrity of the list of employees assigned to our location; action additions, changes and terminations as needed; maintain various contact/segment lists. Provide new hires/transfers with welcome package/information.
- Confirm meeting room bookings, focusing on strategic use of space to maximize utilization and efficiencies as needed or as requested by Manager.
- Coordinate meeting and event needs (i.e., register expected guests, place catering orders, AV/IT needs), accurately recording information and escalating any conflicts or special requests as needed.
- Review, code and enter all shared cost invoices, collaborating with the Middle East Finance team.
- Assist with allocation and utilization reports. Serve as onsite point of contact for space management system (Condeco) used for workstation and conference room assignments, including training and troubleshooting, escalating conflicts to leadership as needed.
- Assist in the maintenance of the Business Continuity/Emergency Action Plan, as well as the Office Location (Atlas) Intranet site.
- Provide administrative and office assistance as needed.
- Support occasional small projects (move/add/change/maintenance refresh projects) working with local team, Riyadh Operations Manager, Regional Workplace Director, Middle East COO, Global Real Estate, ITG and other groups as needed.
- Ensure all incoming phone calls are answered promptly and directed appropriately.
- Provide the highest level of customer service and respond to all inquiries.
- Arrange security clearance for all employees and guests; assist in the creation of new badges.
- Perform floor checks to ensure conference rooms are set-up correctly with proper equipment and amenities prior to the start of meetings. Escalate and resolve issues as needed.
- Assist senior point of contact to plan meetings and events (onsite and externally) to support business and workplace experience objectives. Examples include: segment meetings/events, executive meetings/town halls, colleague engagement events such as holiday and promotion/recognition events, as well as recruiting and client events.
- Order & replenish snacks/beverages and office supplies, monitor and order as needed.
- Maintain general organization of common/shared office and kitchen areas.
- Coordinate and assist with various courier requirements and invoice submittal of courier invoices.
- Place property management work orders as requested for maintenance issues.
- Produce copy jobs for client service teams (work product, pitch books, etc.), work may include printing, assembling, binding - coordinate/provide guidance for jobs that cannot be handled in-house.
- Operate and maintain printing/copier machine, troubleshoot/resolve issues or call for service.

**Basic Qualifications / Qualifications & Experience**

Minimum of 2-4 years of related experience in operations/facilities support and/or hospitality services delivering exceptional internal/external customer experiences.

Bachelor’s degree preferred.
- Ability to work in new office environment and help create and socialize procedures for both client facing and Workplace office activities.
- Team player with the ability to also work independently, meet multiple deadlines and respond to change.
- Ability to maintain a professional, composed, demeanor, and to diplomatically deal with challenging situations to resolve or escalate with leadership as needed.
- Excellent communication skills, both verbal and written.
- Strong attention to detail, organization, time management and prioritization skills.
- Proficiency in Excel, Word, and PowerPoint.
- Experience with space utilization technology (Condeco or similar) preferred.

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