Workplace Services Specialist - Contract - Military Veterans

Your Role:

Workplace Services Specialist will support and oversee various aspects of the WPS managed Global office environments, daily operations, space planning/office moves, administrative duties, event program support, office health, safety & security support, software applications, and ad-hoc projects within the Tenable office portfolio.

You will take ownership of assigned projects, tasks, administrative reporting, process improvement, procedure alignment, research and execution for related activities within your scope of work. In this job, no two days are ever the same. You'll use your knowledge, diligence and creativity to promote ideas, execute plans, follow protocol, manage vendors & projects, add value to services offered, engage with our office culture.  This position will also back up the Facilities Manager, Coordinator and Real Estate roles as needed.

Your Opportunity:

• Global Coordination ensuring consistent service levels are provided for office refreshments, Frequently Reviews HQ Breakrooms are replenished per Tenable standards, ensures kitchen equipment is in good working condition & coordinates with FM / Vendors as necessary for repairs and service levels

• Manages HQ Office Events & Meeting Assistance, Leading aspects of back end event support, staging, set-up, breakdown, and furniture needs and Coordinates after hours staffing, assists with Penthouse bookings, assist with catering setup and any other Event and Meeting assistance required

• Meets regularly with EA's, Admins & others to understand upcoming office events and major in-office meetings; overall oversite of events, manages scheduling conflicts

• Manage Vendor Relationships & Reviews & Negotiates Service Contracts ensuring accurate SOW and ensuring the best pricing is achieved

• Building Service Oversite, coordinating with Property Management, ensuring services are provided according to Tenable leases

• Shipping & Receiving Management 

• Document / Waste Disposal Management

• Office, Kitchen, Catering Supplies management

• Coordinate with office managers at global office locations in regards to office services requests

• Promoting workplace safety, environmental practices, waste reduction opportunities, sustainability, and energy conservation initiatives. Work with Facilities Management & HR to Implement and maintain Company standards for hygiene, health and safety

• Reviews furniture requests and works with team & HR to determine appropriate solutions

• Identifies areas for improvement related to furniture solutions & across all services; Fostering a collaborative workplace culture

• Collects data and drafts Global Office Facilities Communications

• Update and Organize Project and Facilities Documentation, Google Drive, etc.

• Document departmental updates and provide updates

• Lead move management and space planning, reviewing special requests with customers, create scenarios, present options, facilitate the Office Move Coordination, Assists with coordination of global office relocations and Develops long and short-term strategic building occupancy plans

• Assists with presentations, reports, office surveys, heat maps & space plans

• Reviews existing contracts to align services globally and to ensure we are receiving competitive pricing

• Develop vendor cost estimates and analyze contractor proposals as required

• Negotiate contracts and ensure all contractors comply with terms and conditions

• Coordinate termination & transferring of service contracts i.e. Utilities, cleaning, mail forwarding, etc. when closing an office location

• Update Office Insurance & complete insurance workbook

• Building Signage, graphics, Office Branding

• Assists with Office Services Budgeting & Forecasting and tracks/reviews expenditures 

• Completes assigned tasks related to Facilities and buildout projects

What You'll Need:

• 5+ years of customer service and office management experience demonstrating progressing responsibilities

• Read and interpret technical documents including drawings, as-builts, renderings, submittals, proposals, contracts, user manuals, etc.

• Experience Reading and extracting critical data in Leases

• Strong effective verbal and written communication skills

• Working knowledge of commercial office operations, food service, access control, cost controls, hospitality environments and sustainability best practices 

• Demonstrated experience leading negotiations with and managing external vendors

• Ability to work cross-functionally, high level of autonomous execution, with a focus on hospitality and address employee requests with utmost courtesy and professionalism

• Non-business Hours Coverage - on call for emergencies and able to occasionally work non-business hours to support international business needs and projects

• Experience with Google Suite, iOffice, FlexDesk, iLobby & Genetec 

• Experience with a service ticket management system would be preferred

• This is a position that requires the employee to be in office with limited opportunities for remote work with supervisor approval

• The employee should be able to walk and stand for extended periods of time.

• Employee should be able to lift 25lbs without assistance

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