Job Location : Rochester,NY, USA
We are the leading provider of professional services to the middle market globally, our purpose is to instill confidence in a world of change, empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled, inclusive culture and talent experience and our ability to be compelling to our clients. You'll find an environment that inspires and empowers you to thrive both personally and professionally. There's no one like you and that's why there's nowhere like RSM.
This position, under minimal to no direction, executes office operations activities and provides hands on day-to-day support to ensure the location is running efficiently. Responsible for heavy interaction with building management, vendors, internal clients, external clients, and other Enterprise Support Services personnel. Responsible, in tandem with the Location Services Manager or Supervisor to ensure the location is safe, well-maintained, and clean.
This position is responsible to support the Location Services Manager or Supervisor to coach Location Services staff as well as provide expertise to avoid building system failures. May act in the Location Services Manager's or Supervisor's absence when required. This position is responsible for assisting with the daily operations of the office including answering a multi-line telephone system for single location or multiple locations, directing callers to the appropriate individual, greeting visitors, and altering appropriate party or visitor arrival. May also provide administrative assistance, performing and working on intermediate to advanced administrative documents (Word, Excel, and PowerPoint).
This position will actively contribute to the firm culture through participation in internal and client facing activities that enhance the RSM experience.
Responsibilities:
* Plans with Location Services Manager or Supervisor then executes, under minimal to no direction the completion of Location Services projects such as moves, repairs, cleaning, conference room preparation, meeting and event coordination and ensuring pantries are adequately supplied. Will also perform daily walk throughs of the location and follow up on maintenance issues raised by the Location Services Manager or Supervisor or others within the location. Will coordinate with vendors and building management on life/safety and repair items. Will escalate and provide status to the Location Services Supervisor or Manager when necessary.
* Looks to streamline and improve inefficient processes in order to successfully manage ordering and maintaining inventory. Purchases and maintains inventory of facilities/janitorial supplies and equipment by monitoring inventory and reordering materials before depletion. Determines if supplies should be purchased directly from an approved vendor or put out to bid. Maintains vendor relationships, processes payments and meets with Location Services Supervisor or Manager to track and analyze total spend as it relates to the budget. When performing daily walk throughs, take note of possible issues and investigate cost efficient ways to upgrade or replace failed/failing building systems (water lines/electric lines/lighting/HVAC). Determine trends from frequent requests and advise Location Services Supervisor or Manager of necessary projects which would be cost beneficial to the Firm.
* Provides routine direction and support, as necessary, in one or more of the following areas:
* Mail services including distribution of mail, UPS, FedEx and other packages, coordination of courier services, researching and resolving any issues with packages that are improperly addressed or packaged, and assisting employees with mailing needs
* Assisting employees with large photocopy, scanning and binding jobs, ensuring timely completion of submitted jobs
* Locating and checking out client files, maintenance of client records and documents, ordering files from offsite storage facility and record retention.
* Maintaining and ordering office supplies
* Maintaining Location Services budget
* Visitor management and reception activities ensuring quality customer service
* Meeting and event coordination to include catering request and receiving orders, conference room coordination, and audio-visual equipment support
* Manage the building card access systems, promptly ensuring exiting employees are termed in the systems and new cards are issued to both new employees and those who lost their IDs. Collect fees for replacement cards, as appropriate. In charge of ensuring our main entry doors remain secure and working directly with card access vendor and IT when issues arise.
* Responsible for new hire/move/termination data sheet for the office. Ensure new hire/promotion seating is available, presentable and the desk drawers and locks work. Ensure terming employees' personal effects are packed up, and if necessary, shipped out. Ensure terming employee checklist is completed and files are relegated back to appropriate secure location.
* Other duties as assigned
Qualifications:
EDUCATION
* High school diploma
TECHNICAL/SOFT SKILLS (Required)
* Ability to communicate both verbally and in writing with diverse audiences
* Advanced Microsoft Office skills
* Strong grammar and proofreading knowledge and experience
* Ability to prepare chats, graphics, and tables, etc.
* Ability to manage multiple tasks and projects
* Basic to intermediate knowledge of lighting, HVAC, and plumbing
SPECIAL REQUIREMENTS SPECIFIC TO JOB
* Able to lift up to 40 lbs.
* Able to stand on your feet for extended periods of time
* Must be punctual and able to adapt to changing schedules
* Able to convey instructions clearly and concisely and be responsive to staff or vendors when they inquire
* Effective organization and time management skills
* Maintain professionalism in demeanor, conversation, and dress
* Strong attention to detail
EXPERIENCE
* 3 to 5 years' experience in a related field or area
* Demonstrated experience managing multiple projects
LEADERSHIP SKILLS (Required)
* Ability to respond positively to changing circumstances, seek and implement change to drive business improvement and serve as a model of the change
* Work collaboratively with Location Services Supervisors/Managers to provide support across the enterprise particularly during peak times
* Work collaboratively with Location Service Manager to provide support during the business planning process
PREFERRED REQUIREMENTS
* Excellent follow up
* Prior experience in a professional office environment
At RSM, we offer a competitive benefits and compensation package for all our people.?We offer flexibility in your schedule, empowering you to balance life's demands, while also maintaining your ability to serve clients.?Learn more about our total rewards at
As an Affirmative Action and Equal Opportunity Employer, all applicants will receive consideration for employment as RSM does not tolerate discrimination and/or harassment based on race; color; creed; sincerely held religious beliefs, practices or observances; sex (including pregnancy or disabilities related to nursing); gender (including gender identity and/or gender expression); sexual orientation; HIV Status; national origin; ancestry; familial or marital status; age; physical or mental disability; citizenship; political affiliation; medical condition (including family and medical leave); domestic violence victim status; past, current or prospective service in the US uniformed service; US Military/Veteran status; pre-disposing genetic characteristics or any other characteristic protected under applicable federal, state or local law.
Accommodation for applicants with disabilities is available upon request in connection with the recruitment process and/or employment/partnership.?RSM is committed to providing equal opportunity and reasonable accommodation for people with disabilities. If you require a reasonable accommodation to complete an application, interview, or otherwise participate in the recruiting process, please call us at 800-###-#### or send us an email at ...@rsmus.com.
RSM does not intend to hire entry level candidates who will require sponsorship now OR in the future (i.e. F-1 visa holders). If you are a recent U.S. college / university graduate possessing 1-2 years of progressive and relevant work experience in a same or similar role to the one for which you are applying, excluding internships, you may be eligible for hire as an experienced associate.
RSM will consider for employment qualified applicants with arrest or conviction records in accordance with the requirements of applicable law, including but not limited to, the California Fair Chance Act, the Los Angeles Fair Chance Initiative for Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the San Francisco Fair Chance Ordinance. For additional information regarding RSM's background check process, including information about job duties that necessitate the use of one or more types of background checks, click here.
At RSM, an employee's pay at any point in their career is intended to reflect their experiences, performance, and skills for their current role. The salary range (or starting rate for interns and associates) for this role represents numerous factors considered in the hiring decisions including, but not limited to, education, skills, work experience, certifications, location, etc. As such, pay for the successful candidate(s) could fall anywhere within the stated range.
Compensation Range: $44,700 - $71,500