Employee Services Ambassador

POSITION SUMMARY 

The Employee Services Ambassador provides comprehensive administrative, operational, hospitality, and facilities support across the organization. This role requires strong communication skills, proficiency with Microsoft Office, and the ability to interface professionally with employees, visitors, and vendors. This person must have a customer service spirit and thrive in teamwork environments.

This position owns several critical operational areas, including office upkeep, opening and closing procedures, breakroom and conference room management, supplies management, PPE and gas monitor oversight, fleet vehicle coordination, front desk attendance on the engineering and design floor (our Employee Experience Concierge Desk), and employee support services. The role also supports emergency notification procedures, ensuring timely communication with senior management, building management, or emergency services when needed, and may support multiple departments as needed.

This position will learn the online/app programs associated with our company travel and fleet vehicles, as well as how to conduct a vehicle inspection prior to and after checking out a vehicle.  This position will also learn how to test and inspect various safety devices. 

ESSENTIAL JOB FUNCTIONS

Office Operations & Upkeep

• Owns daily office opening and closing procedures, ensuring the workspace is prepared, secure, and operational.
• Maintains breakroom cleanliness and organization, including stocking beverages, snacks, and consumables, and coordinating appliance service.
• Oversees conference room readiness, including cleanliness, meeting setup, technology checks, and post-meeting reset.
• Manages office supplies inventory, including ordering, stocking, and monitoring usage.
• Maintains tidy shared spaces.

Concierge Desk, Hospitality & Employee Experience Support

• Provides consistent Employee Experience Concierge Desk coverage, attending to employee requests, answering phones, and directing inquiries.
• Serves as a professional representative of the company, maintaining a courteous, ambassador-level presence.
• Assists employees with concierge-style services including:
  • Travel arrangements
  • Catering orders
  • Document editing and formatting
  • Resume updates
  • Professional licensing assistance
  • Building work order requests
  • Office supply requests
  • Gas monitor and PPE check-outs
  • Fleet vehicle check-outs
• Supports new employee workspace setup and offboarding cleanup.

Emergency Notifications & Safety Support

• Initiates emergency notifications when required, contacting senior management, building management, or emergency services according to established protocols.
• Supports safety programs, including periodic office safety audits and first-aid kit upkeep.
• Assists with safety device testing and inspections.

PPE, Safety Equipment & Gas Monitors

• Manages PPE inventory, distribution, and replacement cycles.
• Oversees gas monitor check-in/check-out, calibration scheduling, tracking, and maintenance.
• Supports safety programs, including periodic office safety audits and first-aid kit upkeep.

Fleet Vehicle Coordination

• Coordinates fleet vehicle scheduling, check-in/check-out, mileage logs, and usage tracking.
• Conducts or coordinates vehicle inspections, maintenance appointments, and emergency kit upkeep.

Mail, Shipping & Logistics

• Prepares mail and packages for shipping and manages incoming deliveries.
• Coordinates courier services and vendor interactions as needed.

Event & Employee Support

• Assists with planning and executing corporate events.
• Prepares workspaces for new employees and supports offboarding workspace cleanup, consistent with the original description.

COMPETENCIES

Core Competencies

• Professionalism & Communication: Maintains a polished, courteous presence; communicates clearly and effectively.
• Organization & Time Management: Prioritizes tasks, manages multiple responsibilities, and meets deadlines.
• Problem Solving: Demonstrates initiative and resourcefulness in resolving issues.
• Customer Service Orientation: Provides responsive, helpful support to employees and visitors.
• Reliability & Accountability: Takes ownership of assigned areas and follows through consistently.

Role-Specific Competencies

• Operational Ownership: Independently manages office upkeep, supplies, PPE, gas monitors, and fleet vehicles.
• Technical Proficiency: Comfortable with Microsoft Office, administrative systems, and equipment; able to learn company travel and fleet apps.
• Attention to Detail: Ensures accuracy in documentation, inventory tracking, and workspace readiness.
• Adaptability: Supports multiple departments and adjusts to shifting priorities.
• Emergency Response Awareness: Able to follow emergency notification protocols calmly and accurately.

MINIMUM QUALIFICATIONS

• High school diploma.
• 2–4 years of administrative or office operations experience preferred.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to lift up to 25 lbs and perform physical tasks associated with office upkeep.
• Valid driver’s license for fleet vehicle responsibilities.

PHYSICAL DEMANDS

• Constant reading, vision use, repetitive motion, and sitting.
• Occasional standing, walking, grasping, gripping, and handling.
• Ability to safely drive fleet vehicles (generally, pickup trucks)

TRAVEL REQUIREMENTS

• Occasional local travel for fleet vehicle service, errands, or office support needs.