Workplace Experience Specialist I

JOB SUMMARY

Continue to bridge the disconnect between organizational priorities and our remote workplace settings, ensuring that the remote work environment aligns with and supports business objectives. Handle all virtual office operational tasks – coordinate team members travel, Co-Working spaces and allocate logins to departmental tools and purchase equipment/supplies or any other ad-hoc duties to improve the employee’s experience lifecycle within Storyblok. 

ESSENTIAL JOB FUNCTIONS

• Handle managing tools and platforms that support remote work, such as communication apps, project management tools, and collaboration software.
• Oversee the development fund, including reviewing and approving employee requests for courses, certifications, or learning resources and tracking spending.
• Act as the service centre hub for Storyblok via the Workplace tool
• Support the People’s team with employee onboarding/off-boarding as well as new team members and other initiatives to engage Storyblok’s employees and give them the best experience and create a wellbeing strategy that’s aligned with the organization’s business needs.
• Provide other administrative support where necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
• Identify and enhance business needs; come up with creative and efficient solutions to keep things running smoothly within a remote working environment
• Handle subscriptions- including the purchase of new ones, collection of invoices and payment information, renewals, and supporting the Treasury team on the subscription pre-payment/payment forecast.
• Manage our coworking platform, including coordinating Co-Working spaces and conference rooms, reviewing invoices, and submitting queries about invoice charges.
• Vendor selection and logistics arrangement for distributing gifts to employees, such as the end-of-year gift, anniversary gift, and onboarding swag.
• Manage our business travel management platform, including assisting with travel plans and arrangements, reviewing invoices, coordinating with the account manager through regular meetings, ensuring the platform operates smoothly, and keeping team members informed of any updates or changes to the platform.
• Create standard operating procedures, and support the team through these processes
• Support team building and departmental meeting events
• Coordinate & Maintain the Commercial & Workplace folders within Google Drive
• Assist in the overhead cost report management
• Support the Digital Enablement Manager with administrative matters that may assist their internal projects
• Support the Information Security Manager with quarterly access reviews to ensure proper authorization and data security.
• Assist in managing access rights to tools and systems.

EDUCATION AND EXPERIENCE

• Good office management, administrative, or assistant experience 
• Ability to mitigate unforeseen problems creatively and effectively
• Prioritization and project management skills
• Very well-structured working style
• Vendor management experience with good negotiation skills
• A positive attitude and the ability to work in a high-paced environment. 
• Comfortable working within tight timelines, high-pace environment and the ability to be flexible.
• A positive, supportive and solution-oriented attitude.
• Productive working independently and with remote functions.  
• Must enjoy learning new things.