Workplace Experience Coordinator

Job Summary

The Workplace Experience Coordinator is a key support resource in ensuring service excellence and enhanced experience for the users and occupants within the workplace. This position will provide administrative and tactical support related to workplace tools & processes to ensure offices are ready for employees daily. This role serves as a key resource for workplace operations, ensuring employees have the best possible in-office experience. 

This position will require you to be in the Des Moines office 100% of the time. Occasional remote work may be permitted based on workload and/or other ad-hoc situations that support it, with manager approval. Desired in-office schedule is Monday–Thursday, 8:00 AM – 5:00 PM and Friday, 8:00 AM – 2:00 PM.

Duties and Responsibilities

• Ensure office common areas remain clean and organized; conduct daily walkthroughs to keep spaces tidy and free of clutter.
• Establish & maintain inventory for office, break, pantry & managed meeting room areas.
• Expertly manage supply ordering systems and reconcile receipt of goods against monthly/annual budget.
• Responsible for the coordination, fulfillment, and administrative support of on-site meetings and events, including data entry, coordination of catering, organization of facility or meeting supplies, day-of support, etc.
• Process purchase requisitions/orders, payment of invoices and provide appropriate cost-center coding.
• Process all workspace & parking-related requests for new hires, user changes, or terminations.
• Prepare weekly occupancy & office utilization summaries.
• Provide project support to Workplace Services leader(s), including note taking, vendor coordination and other administrative tasks.
• Provide support for employees working in a hybrid & flexible work environment, including support for equipment and processes, introducing and reinforcing protocols & etiquette.
• Ensure questions, concerns, and suggestions from employes are addressed and conduct follow-up, if needed.
• Assist Workplace Services team to support other departments on-site during special events and functions, as needed.
• Maintain awareness of and help promote emergency, security and safety policies.

Experience and Education Requirements

• High School Diploma or Associate's degree, preferred
• 2-4 years of experience in facility management, corporate real estate, travel/hospitality or related experience.

Knowledge, Skills & Abilities

• Comfortable in corporate and executive settings.
• Ability to read and interpret floor plans.
• Prior experience working with multiple vendors highly desired.
• Proficiency in Microsoft Office, including the use of spreadsheets.
• Ability to learn specific internal software used to perform the role.
• Detail-oriented, confident, self-starter with exceptional organizational skills.
• Strong interpersonal communication skills, both verbal and written, with the ability to clearly articulate information to stakeholders.
• Strong customer service skills with the ability to establish credibility, respect, and trust from other staff as well as external vendors.
• Ability to work under pressure, while acting in a calm manner
• Must be able to lift heavy objects up to 50 lbs.

Other Requirements

• Perform other functions, duties and projects, as assigned.
• Regular and punctual attendance.
• Some travel required (less than 20%)

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