Workplace Experience Specialist

Position Summary

The Workplace Experience Specialist is responsible for delivering a high‐quality, service‐driven workplace experience by executing daily operations, employee services, and engagement activities that support productivity, wellbeing, and culture. This role is hands‐on and operational, serving as the primary point of contact for day‐to‐day workplace experience needs, including events, meeting support, employee services, facilities coordination, and administrative support.

The Specialist ensures that workplace services are delivered consistently, professionally, and in alignment with PMI US standards, while providing day‐to‐day guidance and support to Workplace Experience supporting contractors. This includes helping prioritize tasks, reinforcing service standards, and ensuring consistent execution of workplace services. The Workplace Experience Specialist plays a key role in independently coordinating daily priorities, maintaining service standards, and supporting smooth workplace operations across locations in Owensboro.

Key Responsibilities

Workplace Experience Operations & Service Delivery

• Independently coordinate day-to-day workplace and facilities operations, including space readiness activities, internal move coordination, and service delivery projects, with minimal supervision.
• Deliver day-to-day Workplace Experience services ensuring a welcoming, functional, and people-centric employee environment.
• Support visitor management, mailroom services, office supplies, meeting room support, canteen operations, parking, lockers, and fitness centers.
• Support fleet administration with local fleet vehicles.
• Serve as the primary on-site point of contact for employee workplace needs and service requests.

Event & Community Support

• Execute onsite and offsite employee events that foster engagement, connection, and culture.
• Coordinate event logistics including room setup, catering, vendor support, and post-event wrap-up for larger events.
• Support community-building initiatives aligned with PMI culture and workplace experience standards.

Facilities Coordination & Internal Moves

• Independently coordinate space planning support activities, including seating changes, workspace adjustments, and move readiness, partnering with Facilities and Real Estate as required.
• Support internal office moves, seating assignments, furniture deployment, and workspace changes.
• Maintain awareness of space readiness, cleanliness, and functionality, escalating issues as needed.
• Coordinate with Facilities, IT, Security, and vendors to support operational and move readiness.

Standards, Processes & Continuous Improvement

• Execute Workplace Experience processes and standards as defined by US and the Workplace Experience operating model.
• Identify, recommend, and support implementation of operational enhancements to workplace systems, tools, and processes to improve efficiency and service delivery.
• Support in the creation of documentation of local procedures, playbooks, and service workflows as needed.

Cross-Functional & Vendor Coordination

• Independently coordinate with internal stakeholders and external vendors to ensure timely, effective delivery of workplace and facilities services.
• Monitor daily service delivery and escalate risks or issues appropriately.
• Support property-related and fleet-related administrative activities at assigned locations under the direction of the Workplace Experience Sr. Specialist

Administrative & Budget Support

• Provide administrative support for Workplace Experience and Facilities-related purchases, including purchase reacquisition creation, purchase order tracking & invoice payments.
• Track departmental expenses and maintain accurate records to support budget monitoring and forecasting.
• Support budget reconciliation activities by validating charges, flagging discrepancies, and coordinating corrections with Finance and vendors.
• Prepare spend summaries and supporting documentation as requested.

Health, Safety & Compliance

• Support compliance with health, safety, and regulatory requirements.
• Assist with emergency preparedness activities and follow established safety protocols.
• Help maintain a safe, compliant, and welcoming workplace environment.

Role Impact