Workplace Services Coordinator (Portland/Northwest District)

Job description

Position Summary:

Within this position, you are an integral part of our Workplace Services Team in coordinating day-to-day workplace services and delivering exceptional customer service.You bring curiosity, empathy, and problem-solving skills to all aspects of your work. In collaborating with the studio and location managers, you help create workplace solutions to support creative teams. While you may only have a basic understanding of office management processes, you actively absorb information and best practices through hands-on project work.  

At the EY Design Studio in Portland, we design and build web applications, mobile apps, responsive websites, and desktop software that bring insight, utility, and beauty to digital experiences. As the Workplace Services Coordinator your clients and colleagues are a supportive, enthusiastic, and cross-functional team of strategists, designers, writers, and technologists, who are all passionate about how cutting-edge tech and design can achieve their clients’ business goals and meet user needs. You oversee a dynamic environment that enables the creative teams to be effective and impactful every day.

Essential Functions of the Job:

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Serve as a general resource to EY employees, helping to connect them to the appropriate support within the firm. You are the person people rely on to know what to do and how to do it. 

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Complete daily responsibilities such as checking the mail, resetting conference rooms, tidying the communal spaces such as the kitchen, and keeping up on supplies inventory. 

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Consistently maintain a high level of tidiness throughout the studio to keep the space safe, functional, and productively utilized.

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Understand how creative teams utilize their space, tools, and technologies to be most successful at their jobs.

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Support various administrative functions, making certain that consistency and quality are your top priorities. Coordinate conference room demands and ensure client meetings are supported with appropriate A/V and catering services.  

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Act as the onsite equipment expert/problem solver (projectors, Bluetooth connections, printers, etc.) and maintain a close relationship with the IT support team. Identify and resolve malfunctioning equipment. Facilitate work order system and track service call responsiveness.

·  Coordinate with building management on routine maintenance requests and work orders.
·  May coordinate minor construction and renovation projects, including associated furniture and technology installations, moving furniture, copiers, boxes, equipment, etc.
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Coordinate local office orientations. Provides tours, make introductions, and help set up new joiners or guests to be productive on day one. Assist with departures as needed.  

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Support the coordination of internal and external events sponsored by the studio, including social activities, volunteer efforts, marketing events, and annual offsites. 

·  May cross train team members between Portland office locations to support internal meetings, mailroom and shipping functions, and front-desk coverage.
·  Review and prepare invoices for approval and payment processing. Takes responsibility for following the firm's procurement policies as it relates to studio events and purchases.
·  May provide line of sight facility spending priorities to the Location Manager to support the development of annual budgets and ensure that the studio operates within its budgetary guidelines.  
·  May maintain various report data for the office and produce various reports for management review.
·  Understand emergency procedures and may participate in team emergency preparedness. May participate in scheduled emergency training exercises.
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Support “green” initiatives and encourage best practices to reduce our carbon footprint. 

·  Perform specialized tasks and special projects as assigned.

Analytical/Decision Making Responsibilities:

·  Using your experience and knowledge, you will perform work under the direction of senior staff and will be expected to report progress to leadership on a regular basis.
·  Accurately assess project requirements, identify issues, make informed decisions and provide solutions. You will be expected to make recommendations about process improvements and expense management.
·  Work independently and effectively within a collaborative environment, assume responsibility with limited supervision.
·  Judge your current workload and recognize work that is outside of your position’s scope. Help acquire the proper resource and accurately communicate availability.
Knowledge and Skills Requirements:
·  Strong customer service, communication and people skills, and the ability to interface with personnel at all levels.
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Ability to work independently as well as collaboratively with internal and external stakeholders. 

·  Strong organizational skills and follow-through; ability to multitask in a fast-paced environment. Able to quickly adapt to changes in workload and priorities.
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Demonstrate creative problem-solving and take a hands-on approach to challenges.

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Ability to handle sensitive and confidential information. 

·  Strong work ethic and dependable; follow through on commitments, assuming responsibility for total quality.
·  Ability to learn and operate EY-specific system tools for workplace reservations, shipping, and facilities and space management.
·  Ability to communicate clearly and concisely verbally and in writing and handle administrative tasks, as assigned. Use good judgment in determining steps to take in handling routine matters.
·  Strong computer competency in Microsoft Office, Outlook and Skype for Business communications and online meetings. Ability to conduct spreadsheet entry, apply basic formulas and perform application functions to contribute to office operation efficiency.
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Interest in developing an in-depth knowledge of systems, tools and procedures related to office maintenance, hospitality, meeting and hoteling services. 

Supervision Responsibilities:
·  May serve as a key contact for specific workplace functions.
·  Receives general supervision but is expected to work independently on day-to-day workplace functions.

Other Requirements:

This position requires overtime and flexible scheduling as needed.

Job Requirements:

Education:
High school diploma or equivalent experience mandatory; some college education or related work experience required.

Experience:

Approximately 2–3 years of related experience. Some customer service experience is preferred.

 

Note:
This job description is intended as a guide to reflect the principal functions of the job. However, it is not an all-inclusive listing of the required job functions and functions may vary depending on the particular geographic location of the job and/or the manager. Further, the job description is subject to change at the discretion of management.

EY provides equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status.