Support Office Experience Specialist

Company: H&M
Location: Secaucus
Posted on: May 16, 2022

Job Description:

Company Description

At H&M, we welcome you to be yourself and challenge you to grow and make a difference.

You'll take on new responsibilities from day one, learn skills for life, meet friends completely unlike you that make you feel at home, and start finding ways to make your big dreams come true.

Help us reimagine the future of an entire industry by making everyone look, feel and do good.

Be yourself & more at H&M.

Job Description

The Support Office Experience Specialist is responsible for creating an exceptional and meaningful overall office experience through high level colleague and customer service. Secures overall office maintenance including the reception area, mail, purchasing requests, and equipment maintenance. You are the brand ambassador utilizing H&M Values, Fashion and Sustainability in everything we do. You work in accordance with legal requirements and H&M standards, policies, and procedures to meet the expectations of customers and colleagues. Responsible for improving and maintaining positive work environment through various office initiatives including but not limited to all office events/socials, according to budget in partnership with the HR department. Provides administrative support to Support Office colleagues and assists US SO Experience Manager in overall office activities.

This position is based in Secaucus, NJ within our Human Resources function, and reports to our Support Office Experience Manager.

Core Responsibilities includes but is not limited to:

Overall
Partners with US SO Experience Manager to ensure clear communication and share best practices including Inclusion & Diversity initiatives and engagement activities
Partners with Internal Communications to create Support Office engagement calendar including wellness and charitable events
Acts as a modern concierge, connecting colleagues with relevant business partners based on informational requests. Has robust knowledge of area offerings and can offer an overview of recommended local eateries, entertainment, and community events
Sends communications to office colleagues, as necessary, regarding office best practices, routines, and updates
Creates content for office newsletters and events in partnership with US SO Experience Manager

Reception/Office Support
Greets and welcomes all visitors to the Support Office
Point of contact for all support office requests
Supports fire safety planning and execution with Security Manager and US SO Experience Manager. Acts as a fire safety volunteer
Ensures the acceptable appearance, standards, and order of the office, specifically but not limited to all areas visited by external visitors. Areas include reception area, bathrooms, walkways, kitchens, and supply rooms in partnership with Facilities
Ensures copiers, printers, postage, and fax machines are well-stocked and in good working order. Oversees the maintenance of office equipment, including copiers, fax machines, postage machines, conference room IT set up etc.
Answers all incoming calls. Checks general office voicemail and distributes messages
Performs all office routines, including opening and closing of the office and follows all office best practices and procedures
Superuser for all office applications including health and safety and office booking apps
Orders catering services for special support office events
Reports building maintenance issues
Maintains and prints conference room schedules
Ensures conference rooms are neat and tidy and ready for daily use
Receives sorts and distributes incoming mail and packages and applies postage to outgoing mail. Assists departments with large mail orders and special projects
Negotiates the purchase of office supplies, office equipment, catering orders, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions
Maintains a tidy and well-stocked supply room
Tracks quarterly cost of office and kitchen supplies
Responsible for reviewing and submitting invoices
Manage floorplans and headcounts

Communication
Sends communications to office staff, as necessary, regarding office routines and updates
Creates content for office newsletters and events
Maintains rotation/management of internal communication screens
Organizes quarterly meetings with US SO Experience Manager for 200+ people quarterly
Assists US SO Experience Manager with planning and organizing events and meetings

Partnerships
Partners with Facilities and Office Service Techs to maintain office standards, handyman program, vendor installations, building engineers, building management team and support office initiatives alongside US SO Experience Manager
May be involved in negotiation of contracts and oversight of office budget in conjunction with US SO Experience Manager

Qualifications

Qualifications

What You'll Need to Succeed:
Associates Degree preferred but not required
Minimum 3-5 years' experience as receptionist, administrative assistant, switchboard operator or other office assistant position
Strong sense of customer service and interpersonal skills
Strong planning and organizational skills
Ability to multitask and maintain a professional demeanor
Driven to use own initiative
Professional appearance and manner
Ability to provide feedback in a constructive and professional way
Ability to prioritize tasks
Willingness to commute to NY Support Office occasionally for larger events.

Job Status: Salary, Exempt

EEOC Code: OFC

Additional Information

Why You'll Love Working for H&M
Dynamic, team-driven work environment with a group of unique, diverse, and kind individuals.
Endless growth & development opportunities
Dress your personality. We encourage you to dress your personality all day, every day.
Did we mention our discount at H&M, &Other Stories, and COS?

Benefits:

H&M believes in rewarding our employees for their many contributions to our shared success. That's why we offer a full range of inclusive benefits that enable wellness, both in and outside of work. We pride ourselves on being a do-good company and we have a comprehensive benefit package that matches that ambition. Please note, benefits may have eligibility requirements based on employment status.

We offer: 25% Staff Discount - Medical, Pharmacy Vision and Dental Coverage - Employee Assistance Program - Vacation, Wellness, Holiday and Parental Pay - 401K - Commuter Benefits, Health and Dependent Care FSA. Plus, additional Voluntary Benefits.

Our Career site will have more details, click on Benefits at career.hm.com

All your information will be kept confidential according to EEO guidelines.

Keywords: H&M, New York , Support Office Experience Specialist, Administration, Clerical , Secaucus, New York