Workplace Services Supervisor

Mass General Brigham (Enterprise Services)
United States, Massachusetts, Somerville
399 Revolution Drive (Show on map)
Jan 15, 2025
Reporting to the Manager of WPS, the Supervisor of WPS performs a variety of administrative functions in overall support of the campus, the Real Estate & Facilities department, the WPS department, and the building occupants. In addition, this employee will assist the WPS Manager, and collaborate with various Real Estate and Facilities staff, on a variety of projects and tasks including space renovations, internal and external department moves, space allocations, floorplans, and data manipulation and reports. Mass General Brigham Workplace Services (WPS) is responsible for: * The oversight of the Assembly Row campus and building operations including all aspects of the facilities and grounds maintenance * Building occupancy and utilization * Parking and transportation * Mail operations * The scheduling and use of all reservable meeting and event rooms and spaces throughout the building, including the coordination of security, AV, and food services * Overseeing the inventory of office and pantry supplies * The operation of the multi-function devices throughout the building * Building signage * Safety procedures and drills * Keys and furniture * Storage spaces and closets * Department and employee moves into and within the main building * The integrity of data in the space, parking, and other department databases * The supervision of the three Service Specialists who manage the reception desks * Assisting with scheduling staff for various tasks, projects, and desk coverage * Maintaining and manipulating data across various systems including Access databases, Excel spreadsheets, and proprietary platforms such as EMS,, Workday, SharePoint, Teams, and OneDrive * Being actively involved and knowledgeable of all campus and building operations and maintenance * Participation in cross training other members of the WPS team * Thorough knowledge of WPS protocols and procedures and those of other service providers in the building, i.e., Tech Service Depot, CBRE, AV, Food Service * Helping onboard new employees moving into the building, i.e., give tours for building acclimation, facilitate access to various systems and rooms, and provide training in various processes and protocols * Working directly with and providing indirect supervision of the onsite third-party service providers, CBRE, SP+, and Aramark, on campus wide system services, operations, and maintenance QUALIFICATIONS: * Bachelor's degree preferred * Experience working within a facilities or workplace services department * Proven customer support experience; 5+ years' experience in customer service * Proven supervisory, coaching, training, and mentoring skills * Strong active listening skills both in person and by phone * Ability to multi-task, prioritize, and manage time efficiently and effectively * Excellent interpersonal skills necessary to develop and maintain collaborative working relationships * Ability to take initiative, work independently and implement solutions through completion SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: * Expertise with Microsoft Office suite of programs (especially Excel) * Strong technical skills and knowledge of platforms and systems such as CAD, CMMS, BAS, Adobe Suite * Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy * Excellent time management skills and the ability to prioritize work * Demonstrated skills for communicating in person and in writing to all employees, including all levels of management, individual contributors/end users, vendors, and third-party providers * Detail oriented and comfortable working in a fast-paced office environment WORKING CONDITIONS: * This position is considered essential to the Assembly Row Campus operations and is generally not conducive to a remote or hybrid work model. * Traditional modern commercial business office and building. SUPERVISORY RESPONSIBILITY: * Direct supervision of PHS employees required as needed. Supervision of 3rd Party employees is required. Physical Requirements Standing Occasionally (3-33%) Walking Occasionally (3-33%) Sitting Constantly (67-100%) Lifting Occasionally (3-33%) 20lbs - 50lbs Carrying Occasionally (3-33%) 20lbs - 50lbs Pushing Rarely (Less than 2%) Pulling Rarely (Less than 2%) Climbing Rarely (Less than 2%) Balancing Occasionally (3-33%) Stooping Occasionally (3-33%) Kneeling Rarely (Less than 2%) Crouching Rarely (Less than 2%) Crawling Rarely (Less than 2%) Reaching Occasionally (3-33%) Gross Manipulation (Handling) Constantly (67-100%) Fine Manipulation (Fingering) Frequently (34-66%) Feeling Constantly (67-100%) Foot Use Rarely (Less than 2%) Vision - Far Constantly (67-100%) Vision - Near Constantly (67-100%) Talking Constantly (67-100%) Hearing Constantly (67-100%) Mass General Brigham Incorporated is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.