Facilities Specialist

Temporary Workplace Assistant

Our client would like you to join as a Temporary (6 mo. – one year) Workplace Assistant within our talented Workplace Management group. The Workplace Assistant will maintain office standards, manage workplace systems, handle shipping and receiving, support conference events, ensure life safety and security, and provide invoicing and budget support. As part of our collaborative and learning focused environment, you'll have space to grow your career, expand your skills, and bring forward new ideas that help shape our work. This role reports to the Senior Workplace Manager. This role is fully in office and requires onsite presence at their Austin, TX location four days per week, with periodic travel to other their offices (approximately 10%) based on business needs. This is a temporary position with an anticipated duration of six to twelve months, subject to business needs and organizational priorities.

Responsibilities:

• Maintain office to Class A standards; Conduct regular walk-through inspections of the space Coordinate and oversee satisfactory resolution of identified issues on time.
• Coordinate all tasks related to preventive maintenance for all aspects of the space.
• Establish and maintain a professional relationship with all appropriate stakeholders, including staff, property management office, building engineers, cleaning crew, and other vendors who provide services within the space.
• Maintain appropriate inventory and stock all supplies in the kitchen, workroom, conference, and printer areas throughout the space.
• Order supplies across portfolio for fully Remote Staff Ensure the space meets WPM standards for its staff, and clients, with minimal disruption to the workday.
• Workplace management systems: Serve as primary WPM D365 Ticket System Dispatcher Actively participate in all meetings and/or provide meaningful feedback regarding systems usage. Maintain accurate floor plans. Serve as WPM SharePoint Page liaison.
• Shipping and receiving: Deliver mail/packages. Support staff with outgoing packages/mailings. Deliver monthly reports to the accounting department, as needed or requested.
• Conference and Events Support: Support all conference events per Workplace Management's established processes. Support events with room setup, catering support, supply requests, and other event-support needs leading up to and on the day of the event. Reconfigure conference room(s) furniture as needed Assist the conference services team and staff in booking meetings, conferences, telework, and visitor offices. Appropriately manage booked meetings and events
• Safety and security: Lead local emergency preparedness program and emergency response team (ERT). Maintain ERT documents and organize certification training. Maintain access cards within WPM systems for staff, visitors, and vendors.
• Invoicing & budget support: Monitor and maintain funded value purchase orders (FVPOs) per established processes and expectations. Confirm goods/services delivered as billed before acceptance.

Duties, responsibilities, and activities may change, or new ones may be assigned at any time based on evolving business needs and organizational priorities.

Education, Knowledge, and Experience: High School Diploma (or equivalent, such as a GED). A degree in Facility Management (FM) and/or a Facility Management Professional (FMP) certification, or an equivalent Facility Management (FM) certification, is desirable but not required. At least 1 year of relevant professional experience.

Skills: Strong relationship building and communication skills, with the ability to collaborate across teams and engage effectively at all organizational levels, both in person and virtually. Able to work independently with sound judgment and initiative while contributing collaboratively to shared goals and team success. Thrives in a fast-paced environment by managing multiple deliverables and applying strong project management and organizational skills to track timelines, action items, and coordination across teams. Strong analytical, critical thinking, and problem-solving abilities, with disciplined attention to detail and a commitment to high quality, accurate results. Customer focused and consultative, skilled at managing expectations and supporting a positive experience for clients and colleagues. Ability to lift up to 50 lbs. Proficient in using standard Microsoft 365, including OneDrive, SharePoint, Excel, Word, PowerPoint, and Adobe Acrobat Pro.