Position Overview

Our Agency Experience Lead is responsible for creating and maintaining an office environment that allows for employees to feel comfortable and inspired every day, augmenting our agency culture. They are responsible for managing the office and coordinating between building facility management, landlords, and office-service vendors. They are a friendly face welcoming employees and guests, and a resource for team members to ensure they have the workspace they need to do their best work. They are an integral member of the agency exeprience team, which oversees agency and team operations across clients and offices.

 Responsibilities

• Ensure that the office is operating in an efficient manner and our teams have what they need.
• Work and common spaces (kitchens, conference rooms, lounge areas, lobbies, supply stations, printing areas) are clean and equipped with supplies as needed.
• Daily review of spaces, tidying of and restocking of supplies, including PPE/cleaning supplies, remotes, etc.
• Prepare daily for evening cleaning and the next day’s activities.
• Coordinate facilities components of special events
• Coordinate with landlord/building management and vendors for maintenance requests, HVAC controls, service requests, any construction/furniture needed, etc.
• Oversee the front desk and reception/phone line as needed, welcoming visitors, and preparing for upcoming visitors in advance.
• Ensures key people are aware of upcoming guests/external vendors, spaces are prepared (seats, conference rooms, etc.)
• Facilitate conference room scheduling and manage overlaps as they arise in partnership with Admin/Ops teams.
• Coordinate office supply purchases including orders for food, snacks, coffee, disposable supplies, etc..
• Manage janitorial company to ensure that we are achieving the appropriate levels of cleanliness and sanitization, and contracts are negotiated for preferred pricing. Coordinate deep cleaning/disinfection as need arises.
• Ensure workspaces are kept clean and organized throughout the day.
• Work closely with IT and Ops teams to troubleshoot any technical issues in a timely manner, particularly with regard to conference rooms, printers, and shared spaces.
• Flag issues impacting space reservations immediately and work with teams to rework bookings/meetings/etc.
• Assist employees with furniture and office setup needs
• Manage approval process for in-office RTO booking requests via our booking app, on a daily basis. Flag overlaps or capacity issues to leadership to navigate and prioritize.
• Oversee communication of any office policy changes that impact employee access to the office
• Contribute to ongoing office communications, providing regular updates related to the office space, local community events, policies, and procedures. Post to Workvivo to drive engagement and awareness of office happenings.
• Work with TalentExperience and IT to ensure new hires are setup and space is ready for training/onboarding. Coordinate new hire and departing employee services as appropriate.
• Keep mail/package distribution area organized. Distribute any mail/packages as they arrive.
• Other duties as assigned.

Qualifications and skills

• 3+ years of experience in office support/agency services/administrative role, preferably in an agency environment
• Hyper-attention to detail and accuracy
• Excellent organizational, time management, and planning skills
• Strong oral and written communication skills
• A proactive approach to responsibilities and problem solving
• The ability to prioritize many different projects simultaneously and work well under pressure
• The ability to work well independently but the common sense to escalate when required
• Flexible team player willing to go the extra mile to get the job done
• Four to five days a week in office

The salary range for this position is $50-$65K. Where an employee or prospective employee is paid within this range will depend on, among other factors, actual ranges for current/former employees in the subject position; market considerations; budgetary considerations; tenure and standing with the company (applicable to current employees); as well as the employee’s/applicant’s background, pertinent experience and qualifications.