Location Services Coordinator

6 months ago

Toronto, Canada RSM US LLP Full time

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 executes small scale office activities and provides hands on day-to-day support to ensure the location is running efficiently. Responsible for interaction with building management, vendors, internal clients, external clients, and other Enterprise Support Services team members. Responsible, in tandem with the Location Services Manager or Supervisor to ensure the location is safe, well-maintained, and clean. This position ensures the office equipment and supplies including furniture, phones, security cards and supplies are maintained. 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.

**Essential Duties**
- Coordinate with the Office of the Building regarding maintenance issues, forms and documents required from the landlord, special requests for our space, information on building security including Workplace Health and Safety team and/or emergency evacuation team. Reconcile monthly billing of extra services provided by landlord
- Analyze and determine selection of service providers from internal resources, building maintenance and outside vendors and contractors based on cost and scope of work to be performed
- Coordinate maintenance of the office including carpet maintenance, security system, air conditioning, plant service, furniture repairs, appliances, office equipment, oxygen tanks, AED units, review and process invoices for these services
- Purchases and maintains inventory of office 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 tracks total spend. Works directly with Location Services Supervisor or Manager to ensure the compliance and implementation of national programs
- Assist with New Hire on boarding process. Provide new hire with all necessary office needs. Train new employees on local office policies and use of equipment and systems
- Provides routine direction and support, as necessary, in one or more of the following areas:
a. 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

b. Assisting employees with large photocopy, scanning and binding jobs, ensuring timely completion of submitted jobs

c. Locating and checking out client files, maintenance of client records and documents, ordering files from offsite storage facility and record retention.

d. Maintaining and ordering office supplies.

e. Maintaining Location Services budget

f. Visitor management and reception activities ensuring quality customer service

g. Meeting and event coordination to include catering request and receiving orders, conference room coordination, and audio-visual equipment support

Other duties as assigned

EDUCATION
- High school diploma or GED

TECHNICAL/SOFT SKILLS (required)
- Ability to communicate both verbally and in writing with diverse audiences
- Intermediate Microsoft Office skills
- Strong grammar and proofreading knowledge and experience
- Ability to prepare charts, 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 vendor when they inquire
- Effective organization and time management skills - Maintain professionalism in demeanor, conversation and dress
- Strong attention to detail

EXPERIENCE
- 0-2 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 Supervisor/Manager to provide support across the enterprise particular

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