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Workplace Services Specialist

Entry Level

MINDBODY | Real Estate & Workplace Services

Summary:
The Workplace Services Specialist is part of a multi-departmental support team that supports the success of day-to-day office operations with MINDBODY. This frontline position is responsible for planning, organizing and performing administrative and facilities-related duties to support the MINDBODY office workplace(s) to which they are assigned. The position is responsible for establishing and maintaining departmental and site resources and is a point of contact for the office’s property manager and all visitors to the MINDBODY workplace. This position requires insight and the ability to be proactive in ensuring the workplace looks, feels and functions like a professional office environment.

Principal Duties and Responsibilities: 

  • Act as first point of contact for visitors and vendors by being present in/near the front entrance
  • Anticipate needs of the office and team members that work within the office; develop and present plans to proactively address those needs
  • Support assigned work order tickets, emails, letters, and voicemails to ensure office operations are being responded to and updated in a timely fashion
  • Support internal MINDBODY team members and site-specific property management contacts with effective communication and a high level of customer service
  • Maintain event and food and beverage office areas to ensure items are stocked, coffee brewed and are clean and sanitized for team member usage
  • Prepare agendas, take meeting minutes, and document follow-up items from meetings
  • Coordinate moves, add and change requests
  • Ensure the work environment is clean and maintained to our standards
  • Receive, track, distribute and assemble packages and deliveries
  • Manage MINDBODY badges per policy
  • Create, maintain and present Excel spreadsheets, space plan layouts, workflow charts, etc.
  • Act as back-up to all workplace services team tasks
  • Works with other departments to help ensure that MINDBODY programs and initiatives are being properly updated, maintained and supplied as needed
  • Create purchase orders, maintain databases, create reports, track spending, file paperwork and perform other administrative duties
  • Write, post and maintain policies and procedures with direction from the Workplace Services Administrator and Workplace Services Manager 
  • All other duties as assigned
Skills & Requirements

Minimum Qualifications and Requirements:

  • High school diploma or equivalent
  • 1-2 years’ experience in office administration, property maintenance or related field 
  • Excellent customer service skills for both internal and external customers; has high customer focus and diligence
  • Ability to multi task, learn new skills quickly and help wherever needed
  • Excellent organizational skills, attention to detail and time management
  • Exhibits a positive attitude of continuous improvement and growth, both personally and for the organization
  • Driven self-starter, with a proactive approach to work. Takes initiative to proactively perform tasks and handle unique issues with limited direction and supervision.
  • Effective communication and technology skills to stay connected with other departments, team members and office locations
  • Ability to handle high-pressure situations with tact and professionalism
  • Ability to perform and deliver quality results under tight deadlines and during escalated issues
  • Basic knowledge of finance and accounting concepts; budgeting, P&L statements, etc.
  • Excellent verbal and written communication skill
  • Intermediate proficiency with MS Office (Outlook, PowerPoint, Word, and Excel)
  • Typing:  40-60 WPM required

 

Summary: Work Environment and Physical Demands: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

  • Sitting and standing for extended periods of time in the reception/front desk area, acting as the main point of contact for visitors and vendors
  • Dexterity of hands and fingers to operate a computer keyboard
  • Specific vision abilities required by this position include close vision, color vision, and the ability to adjust focus
  • The noise level in the work environment is usually moderately quiet
  • Reaching, including extending hand(s) and arm(s) in any direction
  • Walking around the office to ensure spaces and areas are kept up to date
  • Stooping and/or kneeling
  • Climbing ladders and stairs
  • Occasionally raising or lowering objects ranging from 1 – 50 pounds or moving objects horizontally from position-to-position
  • The worker is subject to outside environmental conditions
  • Occasional travel to other office locations may be required