PURPOSE OF POSITION:

The Workplace Lead is responsible for ensuring a positive and productive work environment across all Jacksonville and surrounding city offices. This role serves as the supervisor and backup for Jacksonville and Nashville Receptionists, supports the rollout of workplace programs and initiatives, and oversees day-to-day operations, including ad hoc administrative needs. The Workplace Lead partners closely with vendors and helps maintain a space that reflects the company’s culture while supporting ongoing business growth.

Ideal Candidate Profile 

We are seeking a customer-focused professional who has supervisor experience and  is friendly, resourceful, and organized to join our team as a Workplace Lead. This person should be highly motivated and able to multitask, with the capacity to prioritize tasks under pressure. Proficiency in tools such as Microsoft Office Suite, Sharepoint and Verkada is a plus.

Key Responsibilities

Front Desk and Reception Duties

• Backup to the Jacksonville and Nashville Receptionists when they are on breaks or out of office, either virtually from a different Jacksonville office or in person.


• Greet, welcome and direct on-site visitors.


• Monitor visitor management system and issue visitor badges.


• Answer phone and in-person inquiries, providing general information to guests and employees.


• Perform administrative tasks such as mailing, data entry, creating POs, etc.

Office Operations

• Maintain a safe, clean, and organized office environment.


• Order and manage office and break room supplies.


• Assist with updating workplace documents and developing new policies and procedures.


• Helpdesk manager for the RE & Workplace team, ensuring timely resolution of workplace-related issues.


• Work closely with vendors to ensure a good partnership and seamless employee experience. Conduct regular business reviews to hold vendors accountable.

Event Planning and Employee Engagement

• Help organize and execute on-site events and special meetings, happy hours and VIP visits.


• Collect feedback and data from employees to be able to continuously improve.


• Help manage national event intake form.

In addition to the responsibilities listed above, the Workplace Lead may be asked, and must be able to successfully complete, the following responsibilities on an “as needed” basis

• Assist with larger workplace projects and space planning


• Cross-collaborate with other teams and/or senior management


• Assist the broader facilities team, from admin-type tasks to rolling up your sleeves and moving items that weigh up to 20lbs


• Be willing to work days longer than 8 hours

Qualifications

• Requirements include a high school diploma or GED


• Supervisor experience strongly preferred


• 3+ years of receptionist/administrative assistant and/or front desk experience


• Flexibility and customer focus are a must


• Strong organizational, written and verbal skills, attention to detail, and multi-tasking


• Proficiency in Word, Outlook, Excel and PowerPoint are also required

Physical Demands

Activities:         Sitting – 80%              

Walking/Standing – 20%

Lifting: Must be able to lift up to 20lbs.

Vision: Long periods of close work on computer screen.

Mental Demands:       Interpret, analyze, research and handle multiple tasks simultaneously.

Environment:   Climate controlled office space.

Supervision of Personnel:

• Direct supervision of receptionists


• Provide guidance and mentorship to receptionist/office administrators, and step in as acting manager during the Senior Workplace Manager’s absence.

Location

This will be a 100% onsite role working in IEM in Jacksonville, Florida. There will be no regular travel, but may have opportunities to travel for IEM site visits, training and/or conferences.