Manager, Workplace Experience at Independent Purchasing Cooperative Inc – Miami, Florida

Overview

The Workplace Experience Manager is a dynamic and multi-functional role responsible for ensuring the smooth operation of the office environment. This individual serves as the first point of contact for visitors and employees, manages day-to-day office operations, and oversees facilities maintenance and vendor relationships. The ideal candidate is highly organized, proactive, and capable of juggling multiple responsibilities with professionalism and a customer-service mindset.

Essential Duties and Responsibilities

The essential duties and responsibilities, knowledge, skills and abilities listed below are required to be successful in this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Reception & Front Desk Operations

• Greet and assist visitors, clients, and employees in a friendly and professional manner.
• Answer and direct incoming calls and emails; screen and route calls appropriately; take and relay messages.
• Manage requests for visitor badges and Wi-Fi access.
• Maintain a tidy and welcoming reception area.
• Receive, sort, and distribute incoming mail and packages; label and prepare domestic and international shipments.

Office Management

• Manage office supplies inventory and ordering for employees and facilities.
• Assist with onboarding and offboarding employees, including desk setup and equipment recovery.
• Participate in the Event Planning Committee and support internal events as needed.
• Assist with creation of employee badges.
• Support meeting logistics and coordinate retrieval, setup, cleanup, and storage of chairs, tables, and equipment.
• Complete special projects and assist with other duties assigned to meet business needs.

Facilities Management

• Ensure the office/facility is fully operational, clean, and maintained according to company guidelines.
• Oversee relationships with building management and external vendors (e.g., janitorial, HVAC, security).
• Check completed work by cleaning crews and contractors.
• Schedule and coordinate safety inspections and ensure compliance with health and safety regulations.
• Maintain and update emergency, security, and hurricane preparedness procedures.
• Recommend and coordinate maintenance and repairs with building management.
• Respond to urgent maintenance calls and coordinate with vendors.
• Coordinate renovation projects with project managers and general contractors.
• Plan for future building space and supply needs.
• Oversee documentation of floor plans, equipment, and vendor contacts.
• Maintain accurate records of facilities, activities and inspections.
• Ensure building and internal storage facilities security.
• Monitor and manage the office facilities budget.
• Process, approve, and input technology and operations invoices.

Knowledge, Skills, and Abilities

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite and office management software.
• Ability to handle confidential information with discretion.
• Knowledge of workplace safety and emergency procedures is a plus.

Competencies