Workplace Services Specialist

About the Role

The Site Experience Specialist is responsible for smooth and flawless operations and management of the [LOCATION] office. You are the go-to person working closely with management, employees, vendors, and more.

What You’ll Do

• Controls office operations by greeting visitors and callers, handling their inquiries, and directing them to the appropriate persons, per their needs

• Ordering inventory, stocks and ensures enough stock of all critical and non-critical supplies

• Collect, sort, distribute and prepare mail and deliveries

• Coordinate badge pics and places request into ServiceDesk for IT to complete, responsible for badge and visitor log book

• Fosters courtesy, helpfulness and teambuilding with internal team members

• Works with the building property management to ensure consistency relative to general maintenance of the office space

• Assists HR & Facilities Director on facilities matters

• Coordinates with the Facilities Manager to track space occupancy

• Ensures the reception area and the meeting rooms are tidy and presentable

• Answering and directing incoming calls while responding to customers questions over the phone

• Processing invoices, sorting incoming and outgoing mail, keeping appointment calendars, and giving messages to staff and management in other parts of the building

• Giving instructions and ensuring excellent performance of day porters

• Ensures timely and correct submission of vendors invoice; maintain records of invoices received and sent for payment

• Assists in special projects with various organizational teams

• Organizes, plans, and manages various office events, meetings including special celebrations and training events as directed

• Assists in the updating of the company’s intranet site

What You’ll Bring

• 3+ years of experience in office or facilities management

• Proficient in MS Office Suite

• Experience in office floor planning and space restacking/reconfiguration is a plus

• Friendly, enthusiastic and professional appearance and demeanor

• Demonstrates responsibility and accountability

• Great people skills and ability to deal with a high volume of visitors and employees

• Associate's degree preferred and/or equivalent years of experience

• Ability to demonstrate mature technical skills based judgment, initiative and critical thinking

• Ability to proactively manage local vendors

• Proficient in MS Office Suite

• Great organizational skills with attention to detail

• Ability to prioritize and multi-task with confidence

• Excellent communication skills and pleasant phone voice

What You’ll Get 

• 18 paid vacation days, plus 4 extra global VeeaMe Days for self-care and 24 paid volunteer hours annually through Veeam Cares

• Private medical coverage for you and up to four dependents

• Life, accident, and disability insurance with enhanced coverage

• Annual flexible wellbeing allowance for physical and mental wellness

• Free confidential counselling and coaching via Employee Assistance Program (EAP), including legal and financial advice

• Meal, fuel, and transportation benefits based on work arrangement

• Daycare reimbursement and safe cab facility for eligible employees

• Opportunities to learn and grow through on-demand libraries (LinkedIn Learning, O’Reilly), mentoring, workshops, and learning events like our annual Global Day of Learning

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