Workplace Services Specialist at Mindbody
Atlanta, GA, US

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 proactivity in ensuring the workplace looks, feels and functions like a professional office environment.

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

 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

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