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Job Locations US-CA-Santa Clara
Contracts Insurance Coordinator - Vantis Santa Clara, CA   Overview/Position Summary The Contracts Insurance Coordinator is responsible for all company insurance and related issues and coverages. Overseeing owner contracts, prequalification completion to clients, verification of subcontractor prequalification, requesting various insurances and validating subcontractor insurances. It is also the responsibility of the Contracts Insurance Coordinator to review contracts and other documents as needed.   Essential Duties and Responsibilities Overview of Responsibilities - Ensure all deadlines are met. - Maintain internal controls and processes; ensure timely and accurate processing of contracts and insurance. - Manage pre-liens, insurance, and ensure accuracy in all aspects. - Be prepared to handle any non-routine items. - Respond to inquiries from management and operations regarding insurance coverage, insurance limits, and contract information. - Assist development and implementation of new procedures and features to enhance the workflow of the department while maintaining accuracy. Owner Contracts - Obtain an electronic copy of executed Owner contract for individual projects. - Maintain and update Owner Contract Log as needed to track status/requirements for each project. - Manage and review draft and negotiate numerous contracts simultaneously, including service agreements and amendments, non-disclosure agreements, statements of work and ancillary legal documents with assistance from counsel as necessary. - Coordinate with internal departments to ensure contract requirements are fulfilled. - Ensure contract database is maintained, accurate, and well organized. - Review certificates of insurance for special events, drones, and liquor licenses. Pre-Lien - Manage and maintain pre-lien notices. - Run current property report for all new projects to confirm Owner entities.  - Maintain subscription to online property reporting program. - Maintain spreadsheet to track owner pre-lien notice status. - Prepare project specific pre-lien sheet to be issued to subs/suppliers upon request. Insurance - Initiate review of contract insurance and builders risk requirements as necessary with insurance broker. - Facilitate Builders Risk coverage process (when applicable) at beginning of project.  - Request needed project insurance certificates for Owner entities and other involved parties. - Create Attachment A – Insurance Requirements for each specific project based on the Owner contract requirements.  Make any revisions to update these requirements as needed. - Manage and file any paper certificates received for closed projects. - Manage litigation claims issues.  - Assist with yearly company insurance renewal process and prepare needed schedule items. - Assist with company claims reporting process. - Prepare needed insurance items for audits as required.   OCIP/CCIP Insurance - Facilitate OCIP/CCIP insurance program implementation on projects.  Monitor and review process status as project progresses and ensure review standards meet company requirements. - Act as company contact person for OCIP/CCIP programs. Report claims and work with project team to manage any issues/reporting that is required. Subcontractor Insurance - Deal directly with subcontractors and brokers to resolve insurance compliance issues related to requirements, endorsement forms and waivers. - Review subcontractor insurance certificates for compliance when necessary to resolve an issue. - Prepare and track quarterly Subcontractor Default Insurance (SDI) reporting required for specific projects. - Prepare and track quarterly Builders Risk reporting required for those projects carried under company blanket policy. Bonds & Licenses - Facilitate requests for bonds needed for projects, i.e. Performance & Payment, Release of Lien, Bid Bonds and project permit related bonds. Ensure proper close-out of bonds at project completion. - Oversee maintenance of CA Contractor’s license and renewals.  Ensure renewals are completed on time and appropriate insurance certificates are provided as required. - Any other task or duty as assigned or required. Skills and Specifications: - The need to be detail oriented is essential in this role. - Must be flexible and able to respond effectively to ever changing demands in a dynamic environment. - Must be customer service oriented. - Proficiency in Microsoft Word, Excel, and Outlook. - Strong collaboration, communication, planning, time management, organizational & problem-solving skills. - Able to maintain professional demeanor while dealing with stressful situations. - Notary Public certification a plus. - Able to work with staff, managers, and external partners. - Familiarity with indemnification and limitation of liability clauses and their application to protective endorsements such as additional insured and waivers of subrogation. - Familiarity with project-specific construction insurance such as controlled insurance programs (OCIP/CCIP) and Builders Risk coverage. - Familiarity with Insurance Services Office (ISO) forms / endorsements and ability to review manuscript forms (as needed). Knowledge, Education, and experience - Three or more years of experience working in the construction industry. - Three or more years of experience working with insurance and contract documents.  - Three years of supervisory experience required. - One year of experience working as an office assistant or equivalent experience working in an office environment. - Associate degree in Business or equivalent education and work experience. - Knowledge of office procedures. - Experience working in a busy office setting with ability to multi-task and prioritize.   Physical Requirements - Seeing, hearing, color perception, clear speech - Ability to move distances within the office and warehouse - Complex reading and writing, basic math skills   Working Environment - Regularly works alone and with others in person, over the phone and via email.  Generally, works in an office environment around moderate noise.  - Occasionally may work in the warehouse around loud noises and/or work at client site   Job Status  - Non-Exempt  
Job ID
2020-1810
Category
Vantis
Job Locations US-CA-Santa Clara
Client Experience Specialist Santa Clarla, CA    Overview/Position Summary Works with the Sales team by participating in all aspects of pre-sales function. Is an integral participant in the customer experience by assisting with the overall direction of the day-to-day operations, problem solving and decision making necessary to make projects successful. As new accounts are identified, the Client Experience Specialist assumes a proactive role by utilizing internal resources to serve the customer.    Responsibilities: - Learn and gain expertise needed to further the furniture process - Assist Sales with product research, pricing and lead time information - Attend pre-project sales calls as needed - Create sales quotes and convert sales orders using internal ordering system - Represent team during major installation projects and provide project management as dictated by the Sales team and team needs - Develop and/or enhance relationships with existing customers. Provide excellent customer service and timely follow up. - Provide product solution options and answers to customer questions and issues by researching and taking appropriate action in a timely manner. - Assist Sales team during the pre-project phase with the preparation and execution of bid research.   Qualifications:   Education/Experience - Associate Arts degree (A.A.) or equivalent from a two-year college or technical school - 2+ years related experience and/or training; or equivalent combination of education and experience   Knowledge/Skills/Abilities - Requires self-motivation with string interpersonal skills ad ability to ask pertinent questions to determine client needs - High attention to detail and accuracy - Must be assertive, flexible, and have a strong sense of urgency - Must be committed to supporting Sales Team goals - Ability to work independently and prioritize tasks is essential - Excellent written and verbal communication skills - Ability to provide excellent customer service and foster both internal and external relationships - Requires the ability to effectively solve problems and make independent decisions in the best interest of One Workplace and the client - Familiarity with proposal and bid processes desired - Excellent knowledge of Microsoft Office systems with ability to learn internal system - Must understand general business practices - May occasionally need reliable transportation to travel to client sites Physical Requirements - Seeing, hearing, color perception, clear speech - Ability to move distances within the office and warehouse - Complex reading and writing, basic math skills Working Environment - Regularly works alone and with others in person, over the phone and via email.  - Generally, works in an office environment around moderate noise.  - Occasionally may work in the warehouse around loud noises   Job Status  - Salary Non-Exempt  
Job ID
2020-1808
Category
Sales
Job Locations US-CA-Sacramento
Client Experience Specialist Sacramento, Ca   Overview/Position Summary Works with the Sales team by participating in all aspects of pre-sales function. Is an integral participant in the customer experience by assisting with the overall direction of the day-to-day operations, problem solving and decision making necessary to make projects successful. As new accounts are identified, the Client Experience Specialist assumes a proactive role by utilizing internal resources to serve the customer.    Responsibilities: - Learn and gain expertise needed to further the furniture process - Assist Sales with product research, pricing and lead time information - Attend pre-project sales calls as needed - Create sales quotes and convert sales orders using internal ordering system - Represent team during major installation projects and provide project management as dictated by the Sales team and team needs - Develop and/or enhance relationships with existing customers. Provide excellent customer service and timely follow up. - Provide product solution options and answers to customer questions and issues by researching and taking appropriate action in a timely manner. - Assist Sales team during the pre-project phase with the preparation and execution of bid research.   Qualifications:   Education/Experience - Associate Arts degree (A.A.) or equivalent from a two-year college or technical school - 2+years related experience and/or training; or equivalent combination of education and experience   Knowledge/Skills/Abilities - Requires self-motivation with string interpersonal skills ad ability to ask pertinent questions to determine client needs - High attention to detail and accuracy - Must be assertive, flexible, and have a strong sense of urgency - Must be committed to supporting Sales Team goals - Ability to work independently and prioritize tasks is essential - Excellent written and verbal communication skills - Ability to provide excellent customer service and foster both internal and external relationships - Requires the ability to effectively solve problems and make independent decisions in the best interest of One Workplace and the client - Familiarity with proposal and bid processes desired - Excellent knowledge of Microsoft Office systems with ability to learn internal system - Must understand general business practices - May occasionally need reliable transportation to travel to client sites   Physical Requirements - Seeing, hearing, color perception, clear speech - Ability to move distances within the office and warehouse - Complex reading and writing, basic math skills   Working Environment - Regularly works alone and with others in person, over the phone and via email.  - Generally, works in an office environment around moderate noise.  - Occasionally may work in the warehouse around loud noises   Job Status - Salaried NonEexempt  
Job ID
2020-1807
Category
Sales
Job Locations US-CA-Offsite Office Base/Santa Clara
Creative Lead - Workplace Studio Santa Clara, Ca   Overview/Position Summary Engages new and existing clients in forward thinking discussions and workshops to solve strategic challenges within their organizations.  Uses their abilities to influence, persuade and shape other’s perceptions and beliefs about design and how physical space can improve people’s lives.  Drives project solutions and customer engagements to new levels both in terms of engagement and business development, but also in terms of innovative, custom, or one-of-a-kind solutions.   Responsibilities: - Takes ownership of specific design initiatives and engagements, and design process improvements. - Participates in showroom updates and vignette designs and helps maintain showroom experience. Contributes to establishing One Workplace as a destination and resource for innovative businesses and organizations. - Partner at a leadership level with clients, consultants, partners and influencers. - Partners with One Workplace Marketing to develop internal and external communications that shape the One Workplace brand identity, to include; websites, social media communications, blogs, case studies, whitepapers, and other media including ONEder and ONELOOK. - Identify new products and project solutions by seeking out and forming relationships with new vendors and artisans. Share these resources with Design team through the curation of ancillary libraries. - Attend and participate in industry events. Includes presenting ideas, concepts and theories to other attendees. - Lead creative efforts for key projects, to include: directing customer engagement, programming, data collection, conceptual design, shaping design vision, design development, and presentation of customer deliverables. - Drive project solutions and customer engagement to new levels in terms of business development, and innovative, custom, or one-of-a-kind solutions. - Prepare design proposals, participate in RFP responses, and post bid project interviews. - Partners with Leadership to accomplish One Workplace business and strategic objectives. - Mentor Design team on engagement methodologies. Included hosting internal workshops and educational presentations. - Track billable time entries as necessary.   Qualifications:   Education/Experience - Bachelor’s Degree from a four-year college or university. Associate Art’s Degree or equivalent from a two-year college or technical school will be considered.  - A minimum of 5 years’ Design experience desired. - Council for Interior Design Accreditation (CIDA) or National Architecture Board (NAB) accreditation preferred. - One or more professional certifications desired (NCIDQ, CID, LEED AP, WELL AP, EDAC, 6 Sigma, PMI, etc). - Prior experience with system furniture products a plus.   Knowledge/Skills/Abilities - Requires the ability to be an outgoing leader who leads by example as well as experience. - Proactive and motivated to get things done. Requires the ability to take initiative and work well under pressure. - Understanding and knowledge of design principles, commercial furniture products and systems furnishings - Ability to think critically and creatively in a fast paced, collaborative and deadline driven environment - Ability to apply ancillary furnishing and décor, as well as design thinking methodology. - Requires extreme attention to detail with excellent time management skills - Must be a motivated team builder with ability to learn from others and manage the “big picture” - Knowledge of state and local building codes, regulations, ADA, Egress, Occupancy and compartmentalization - Knowledge of interior design principles, to include: texture, color, form, function, materiality balance, rhythm, repetition, proximity, symmetry, biophilia, historical precedent, sustainability, Gestalt, symbolism, cognition and perception - Ability to take direction and provide friendly, professional service to internal staff and clients - Advanced proficiency in a variety of software; AutoCAD, SketchUP, Adobe Creative Suites (Photoshop, Illustrator, In-Design, Premier) - Strong project management skills and the ability to juggle multiple programs at a time to deliver on deadline - High comfort level leading workshops for groups of all sizes - Understanding of Design Thinking methodologies and mindset - Self-motivated with a desire to creatively solve complex challenges - High degree of empathy with the ability to understand issues from the perspective of others - Ability to coordinate, plan for and implement large events - Understanding of and respect for the role of the client - Complex reading and writing skills, and basic math skills   Physical Requirements - Seeing, color perception, hearing/listening, clear speech, hand and finger dexterity, and ability to move distances within and between warehouses/offices, ability to get to project sites. - Ability to sit or stand for long periods of time - Judgement/decision making, analysis/comprehension Working Environment - Regularly works with others face to face, over the phone and through email. - Generally, works in an office environment with moderate noise. - Nature of work may require time spent out of the office; reliable transportation required. - Periodically works outside and may work around moving objects, dust and dirt.   Job Status - Exempt  
Job ID
2020-1806
Category
Other
Job Locations US-CA-Santa Clara
Client Support Support Specialist - Technology Team Santa Clara, CA   Overview/Position Summary Works in conjunction with the Project Managers and Account Managers to provide customer service, convert and track orders, and service small accounts. Works knowledgeably with clients and other professionals to accomplish successful completion of account/project work.    Responsibilities: - Provide product and labor quotations for small to large orders; convert the quotes to orders - Respond to all customers immediate needs and may act as a primary contact for incoming calls/emails for quote or order requests - Maintain on-going client relationship and provide general customer service as needed - Assist sales with product research, pricing and lead-time information for daily quote requests or bids - Assist Sales Team with product research, pricing and lead-time information for daily quote requests and bids - Track all aspects of orders, as relates to vendor ship/arrival dates - Track and report on all sales activities from opportunities to accounts in salesforce software - Coordinate receipt, delivery and installation of products and services - Creates and maintains daily, weekly and monthly status and billing reports - Communicate delivery status to customers, internal team members and outside installation companies via forms or in excel, email or over the phone - Create and assure accuracy of paperwork and maintain organized files and current status reports - Review internal status report on a weekly basis - Attend OWP meetings and training sessions; participate in team and other company meetings and events to promote team effectiveness and synergy - Other duties and responsibilities as assigned   Qualifications:   Education/Experience - Associate Arts degree (A.A.) or equivalent from a two-year college or technical school - 2 + year related experience and/or training; or equivalent combination of education and experience Knowledge/Skills/Abilities - Requires self-motivation with strong interpersonal skills and ability to ask pertinent questions to determine client needs. - High attention to detail and accuracy - Must be assertive, flexible, and have a strong sense of urgency - Committed to supporting Sales Team goals - Ability to work independently and prioritize tasks is essential. - Excellent written and verbal communication skills - Ability to provide excellent customer service and foster both internal and external relationships - Must be able to effectively solve problems and make decisions in the best interest of One Workplace and the client - Familiarity with proposal and bid process desired - Excellent knowledge of Microsoft Office systems with ability to learn internal system - Must have an understanding of general business practices Physical Requirements - Ability to sit and/or stand for long periods of time - Seeing, hearing, color perception, clear speech - Ability to move distances within the office and warehouse - Complex reading and writing, basic math skills Working Environment - Regularly works alone and with others in person, over the phone and via email.  - Generally works in an office environment around moderate noise - Occasionally may work in the warehouse around loud noises   Job Status  - Non-Exempt    
Job ID
2020-1805
Category
Business Support
Job Locations US-CA-Santa Clara
Billing Administrator – Operations Santa Clara, Ca   Overview / Position Summary The Billing Administrator serves as facilitator of billing for both internal and external clients by tracking labor records to properly credit each business unit at One Workplace (OWP). The Billing Administrator reports directly to the Director of Operations.  The Billing Administrator provides financial information to management and collaborates with Finance to consistently meet fiscal deadlines. Ensures the integrity of labor data according to management directives.   Responsibilities: - Track internal installation labor costs in billing database; Track and process invoices for trailer charges - Review and apply external labor costs via invoices for supplement labor; invoice both internal and external customers - Ensure timely Hedberg billing activity is completed - Update line items and ship labor and product delivery tickets; Assist with delivery tickets - Update and support Paylocity and payroll administrator  - Assemble project job-costing information as required - Provide Operations accrual numbers to Finance after month-end close - Maintain files; providing monthly financial totals to Installation Management and Operations Director as required - Analyze, approve and seek payment for internal customer change orders for installation project and for external customer change orders for projects sub-contracted by Sales - Review and authorize payments for approved sub-contractor product storage agreements - Submit internal and external labor claims to Steelcase for warranty/recall work and record reimbursement activity - Perform all labor and truck activity billing/tracking for customer (Sales and Installation) Qualifications:   Education/Experience - Associate Art’s degree (A.A.) or equivalent from a two-year college or technical school preferred - 2-5 years’ experience - Knowledge of and experience with accounting principles related to accounts receivable and credit and collections - Prior knowledge of office furniture a plus; thorough knowledge of systems products a plus - Experience in Finance and specifically with Hedberg preferred Knowledge/Skills/Abilities - Ability to foster and leverage internal relationships - Responsive to the needs of team members and customers - Effective problem solving and decision making - Proficiency with Excel, Outlook and standard accounting software - Excellent verbal and written communication skills and ability to work with internal and external customers regarding A/P matters - Keen attention to detail and excellent organizational and time management skills - Ability to prioritize and work in a fast paced, high volume environment - Ability to communicate with others through face-to-face interaction; Strong verbal and interpersonal skills desired - Complex reading and writing skills, basic math skills, judgment/decision making, analysis/comprehension - Highly professional demeanor  Physical Requirements - Ability to sit for extended periods - Seeing, color perception, hearing/listening, clear speech, touching (dexterity) - Valid driver’s license required   Working Environment - Regularly works with a team and may work alone at times. - Generally, works in an office environment with moderate noise.   Job Status: - Non-Exempt    
Job ID
2020-1804
Category
Business Support
Job Locations US-CA-San Francisco
Occupancy / MAC Project Manager – Sales Services Team On-Site at a Client   Overview/Position Summary This position is responsible for space and occupancy planning project delivery and furniture services at a client site. Act as single point of contact (POC) on CAD/CAFM and Move Management projects. Will manage the project from evaluation, preparation of quotation, scheduling, and onsite supervision through project completion. Collaborates with Client and Business Partners for various space management services and needs (including, but not limited to: Space and Occupancy Planning, Move Coordination, Asset Management, and the management of data relating to these activities).    Responsibilities:   - Oversee and execute Move/Add/Change (MAC) process - Act as main point of contact (POC) for client for all project communications during the project process - Strong organizational skills and the ability to manage multiple projects and assignments - Track, update, and maintain information utilizing CAFM systems and AutoCAD systems - Proactively review, identify, and resolve data discrepancies - Support remote office leads through floor plan updates, test fits, training on internal systems, and resolving issues that arise - Coordinate project management activities with building/facility management and key client stakeholders, including pre and post project walk throughs - Coordinate with and/or manage third-party vendors - Manage project execution in the field - Manage accurate and detailed project files to include key project decisions and customer/project requests/revisions - Develop and resolve open issues/punch list, and complete closeout documentation - Ensure accurate and timely quoting and billing - Manage project on time and on budget - Attend and participate in all project, construction and /or design, and team meetings as required - Assist client with product selection, specification development, and MAC planning - Manage furniture-related service requests / work orders - Generate metrics reports - Perform other duties and complete ad-hoc requests as assigned   Qualifications:    Education/Experience - Associate Arts Degree - Bachelor Degree a plus - Five+ years related experience -   Knowledge/Skills/Abilities - High level of experience around managing tasks and teams, critical dates, clients and third-party relations - Extensive industry knowledge (Furniture, Facility Management, Office Management) - Critical thinker with ability to proactively identify issues and propose creative solutions - Experience with interior design is a plus - Ability to read and interpret floorplans and furniture drawings to perform spec checks - Proficiency in a variety of software: Microsoft Office, Google Suite, CAFM systems, and AutoCAD systems; ability to learn internal systems - Comfortable with intermittent workloads, unusual hours and significant time spent out of the office   Physical Requirements - Seeing, color perception, hearing/listening, clear speech, and hand and finger dexterity - Complex reading and writing skills, basic math skills, judgment/decision making, analysis/comprehension   Working Environment   - Must have reliable transportation for travel between jobs - Regularly works alone and/or with others - Occasional shift work on evenings and weekends - May work around mechanical or electrical equipment, moving objects, fumes/odors and/or dirt/dust - Generally, works in an office environment with moderate noise   Job Status - Exempt
Job ID
2020-1803
Category
Management
Job Locations US-CA-Santa Clara
Furniture Project Manager Santa Clara, Ca    Overview/Position Summary Functions as the primary contact for projects by managing moderate to large-scale projects from beginning to completion, with an emphasis on cost effectiveness and customer service. Works to ensure smooth workflow and completion of project, while interfacing with internal departments, clients, and other professionals.   Responsibilities: - Act as main point of contact for the customer for all project communications during the project process - Develop work plan, schedules, and logistics, and organize deliveries based on overall project parameters, project schedule and scope, and customer goals - Serve as single point of contact and coordinate with all third party firms (Architecture & Design firms, contractors, cabling vendors, building managers, electricians, and other trades, client’s facility managers, and IT groups, movers, etc) - Maintain detailed project documentation of key project decisions and customer/project requests/revisions - Provide timely and formal written communication throughout projects and disseminate all critical information to clients and project teams - As needed, review plans and specifications for accuracy, completeness, and correctness, and correct product application prior to order placement - Plan and supervise product delivery and installation, including performance of work, installation administration, and timeliness of task completion - Develop and resolve open issues/punch list, and complete project close out documentation - Assist in establishing fees and producing professional, accurate quotations that protect the profit margin. Manages project hours to budgeted hours to ensure project profitability   Qualifications:   Education/Experience - Bachelor’s Degree from a 4-year college or university - 5 - 10 years related experience and/or training; or equivalent combination or education and experience - Experience in facilities management in the healthcare and/or learning environments fields desired, but not required   Knowledge/Skills/Abilities - Knowledge of interior construction, interior design, moves and relocations, truck, furniture manufacturing and shipping, building management and current workplace issues - Knowledge of all aspects of contract furniture management, including; account management, project management, order preparation and management, installation, relocations, storage management and contract furniture administration - General understanding of furniture product utilization, including architectural integration with the ability to manage large and complex projects - Very good product and technical knowledge, including applicable building codes, correct product applications, custom applications and pricing, price estimating and solicitation, and electricity and cabling requirements - Ability to read blueprints, conduct field verifications, site measurements and furniture/site surveys. - Very good project estimation and budget management skills - Must be extremely organized, with good time management skills and the ability to work independently - Must be able to analyze and problem solve, even with significant ambiguity - Proficient in office productivity applications (email, spreadsheets, presentations, docs, prefer Google apps) and PlanGrid or similar - Must have a valid driver’s license and access to transportation to client sites around the Bay Area  Working Environment - Regularly works with others face to face, over the phone and through email - Generally, works in an office environment with moderate noise - Nature of work may require working off hours and significant time (up to 50%) spent out of the office - Periodically works outside and may work around moving objects, dust and dirt Job Status - Exempt      
Job ID
2020-1801
Category
Operation Services
Job Locations US-CA-Santa Clara
Accounts Payable Specialist   Overview/Position Summary Processes a high volume of daily A/P invoices and twice weekly check runs. Assists vendors with issues, reports and filings. Collaborates with the Finance Team on audits, compliance and meeting fiscal deadlines.   Responsibilities: - Process a high volume of A/P invoices (1,500 – 3,000 per month) and twice weekly check runs (checks, ACH, wires). - Maintains accurate A/P records and files to ensure compliance with IRS rules. - Works with both internal and external customers to resolve problems in a professional and timely manner. - Assists with annual audit and PBC’s, as well as month end closing. - Prepares annual filing of 1099s for vendors and partners. - Assists in developing appropriate policies and controls for entire payables process. - Monitors and reconciles A/P aging and Vendor Deposit Report. - Reviews all invoices for appropriate documentation and approval prior to payment. - Process check requests, Vendor Deposits and credit card bills. - Responds to all vendor inquiries, reconcile vendor statements, research and correct discrepancies. - Maintain files and documentation thoroughly and accurately in accordance with company policies and accepted accounting practices. - Assists with other projects as needed.   Qualifications: Education/Experience - Associates Arts degree, with courses in accounting preferred, plus 1-2 years’ experience in an accounts payable role.   Knowledge/Skills/Abilities - Thorough knowledge of applicable accounts payable/general ledger systems and procedures and financial chart of accounts - Proficient in Excel and Word, 10-key by touch, strong typing skills and ability to learn internal systems - Proficient in Concur Invoice and Concur Expense a plus - Hedberg experience a plus - Must be self-motivated with ability to work independently and with a team in a fast paced, high volume environment - Requires understanding of general business practices - Must be an effective problem solver and have ability to make decisions - High attention to detail, accuracy and timeliness required - Must be assertive, flexible, and have a strong sense of urgency. - Effective written and verbal communication skills   Physical Requirements - Sitting for long periods of time operating computer - Seeing, hearing, color perception, clear speech   Work Environment Regularly works alone and with others in person, over the phone and via email. Generally, works regular business hours in an office environment around moderate noise.   Job Status – Non-Exempt
Job ID
2020-1800
Category
Accounting/Finance
Job Locations US-CA-Offsite Office Base/Santa Clara
Senior Designer, On-Site Services   Overview/Position Summary Worksboth independently and collaboratively with internal and external partners to develop creative interior space solutions to meet customer needs.  Serve as leader, mentor, and pace setter for their teams and colleagues.  Will typically serve as the key or primary customer liaison and share customer management and project management responsibilities with their sales partners.     Responsibilities: - Serve as client liaison - Manage multiple key projects and engagements - Organize meetings and meet with key customers and stakeholders, as well as serve as customer point of contact  - Perform field measurements and inventory product. - Conduct product research and contact vendors for pricing and information - Specify furniture, create final furniture layouts and select furniture finishes. - Produce and present design concepts to customers. - Generate, organize and maintain CAD files - Produce furniture block plans, space plans, finish palettes, furniture specification, and installation drawings. Draw, revise and plot design drawings. - Develop validation packages and spreadsheets - Assist with design and ROM Budget proposals. - Estimate budgetary hours and manage and monitor project hours. - May perform peer audits for other designers.  - Serve as a mentor to other designers as determined by the level of experience   Qualifications:   Education/Experience Bachelor’s Degree in Interior or Architectural Design, Associate Art’s degree or equivalent from a two-year college will be considered, with at least 5 years related design experience. Council for Interior Design Accreditation (CIDA) or National Architecture Board (NAB) accreditation preferred.  One or more professional certifications desired (NCIDQ, CID, LEED AP, WELL AP, EDAC, 6 Sigma, PMI, etc.). Prior experience with system furniture products a plus.   Knowledge/Skills/Abilities - Requires the ability to be an optimistic, knowledgeable and experienced creative problem solver - Must believe in the ability of physical space to have a positive impact on the lives of others - Proficiency in a variety of software: AutoCAD, SketchUp, Microsoft Office, and Google Docs.  CET Designer, 20/20 CAP, Adobe Photoshop, Illustrator, and InDesign desired. - Mastery of commercial and residential furniture products and systems furnishings - Ability to apply ancillary furnishings and decor - Appreciation for Interior Design principles, to include: texture, color, form, function, materiality balance, rhythm, repetition, proximity, and symmetry - Ability to work independently and collaboratively - Requires attention to detail and ability to work in a fast paced, deadline driven environment - Must be cooperative and accommodating, with the ability to work with and learn from others - Understanding of ancillary furnishings and décor, as well as design thinking methodology - Ability to apply design practices as well as knowledge of building codes, regulations, ADA, egress, occupancy and compartmentalization - Ability to provide friendly, professional service to internal staff and clients - Strong time management skills and ability to juggle multiple projects, while taking ownership for project deliverables - Exceptional customer service skills with the ability to provide solutions to client needs - Ability to draw/sketch by hand - Complex reading and writing skills, basic math skills, judgment/decision making   Physical Requirements - Seeing, color perception, hearing/listening, clear speech, hand and finger dexterity, and ability to move distances within and between warehouses/offices, ability to get to project sites. - Ability to sit or stand for long periods of time - Judgement/decision making, analysis/comprehension Working Environment Regularly works with others face to face, over the phone and through email. Generally, works in an office environment with moderate noise.  Nature of work may require time spent out of the office; reliable transportation required.  Periodically works outside and may work around moving objects, dust and dirt.   Job Status - Exempt  
Job ID
2020-1799
Category
Other
Job Locations US-CA-Oakland
Client Experience Specialist Oakland, Ca   Overview/Position Summary Works with the Sales team by participating in all aspects of pre-sales function. Is an integral participant in the customer experience by assisting with the overall direction of the day-to-day operations, problem solving and decision making necessary to make projects successful. As new accounts are identified, the Client Experience Specialist assumes a proactive role by utilizing internal resources to serve the customer.    Responsibilities: - Learn and gain expertise needed to further the furniture process - Assist Sales with product research, pricing and lead time information - Attend pre-project sales calls as needed - Create sales quotes and convert sales orders using internal ordering system - Represent team during major installation projects and provide project management as dictated by the Sales team and team needs - Develop and/or enhance relationships with existing customers. Provide excellent customer service and timely follow up. - Provide product solution options and answers to customer questions and issues by researching and taking appropriate action in a timely manner. - Assist Sales team during the pre-project phase with the preparation and execution of bid research.   Qualifications:   Education/Experience - Associate Arts degree (A.A.) or equivalent from a two-year college or technical school - 1+years related experience and/or training; or equivalent combination of education and experience   Knowledge/Skills/Abilities - Requires self-motivation with string interpersonal skills ad ability to ask pertinent questions to determine client needs - High attention to detail and accuracy - Must be assertive, flexible, and have a strong sense of urgency - Must be committed to supporting Sales Team goals - Ability to work independently and prioritize tasks is essential - Excellent written and verbal communication skills - Ability to provide excellent customer service and foster both internal and external relationships - Requires the ability to effectively solve problems and make independent decisions in the best interest of One Workplace and the client - Familiarity with proposal and bid processes desired - Excellent knowledge of Microsoft Office systems with ability to learn internal system - Must understand general business practices - May occasionally need reliable transportation to travel to client sites   Physical Requirements - Seeing, hearing, color perception, clear speech - Ability to move distances within the office and warehouse - Complex reading and writing, basic math skills   Working Environment Regularly works alone and with others in person, over the phone and via email.  Generally, works in an office environment around moderate noise.  Occasionally may work in the warehouse around loud noises   Job Status - Salaried NonEexempt  
Job ID
2020-1798
Category
Sales
Job Locations US-CA-Offsite Office Base/Santa Clara
Design Manager   Overview/Position Summary Oversee the On-Site designer team at a client’s location. The Design Manager is an accomplished workplace professional who leads and inspires design solutions that reflect expression of placemaking - creating communities that inspire innovation, promote well-being and wonder, and just feel right.  Ensures end users have freedom of self-expression and ownership, feeling both anchored by a sense of place in their work and in the world around them.  Must be well versed in new ways of working, design innovation, workplace strategies, design culture and brand influence. Hire/keep and motivate the design team to do their best work. Must possess exceptional design skills and a diverse interiors portfolio that includes corporate/tech work. You are a critical thinker and creative problem-solver with talent for handling multiple, time-sensitive priorities. You exercise outstanding communication skills, solid business acumen and judgment.  You maintain a ‘big picture’ understanding and perspective.  You are results-oriented and committed to excellence.   Responsibilities - Manages the design team of 8-10 designers, with a collaborative leadership style that puts the highest value on relationships and high-touch customer focus. - Sets, guides, advises and implements design solutions and for the overall administration and organization of the interior design function. - Possesses exceptional customer service skills with ability to provide cutting edge solutions to meet client needs. - Dedicated to researching innovative, smart office environments and creating advanced solutions with furniture, finishes and technologies. - Maintains knowledge of the product offerings in use, in inventory, and/or on the market to make the best possible recommendation for the project scope. - Will work on projects that create the highest performing work environments possible by delivering projects that foster employee productivity, health, comfort, and happiness. Dedicated to the implementation of brand and culture into projects and services. - Analyzes overall project performance data to determine optimization/improvement opportunities. - Makes informed decisions and exercise prudent judgment with minimal guidance. - Seeks to understand the client, business partners and pertinent internal One Workplace teams, cultivating partner relationships and creating synergies from project design through execution. - Oversees budgets/quotes, track and maintain design/FF&E projects. - Responsible for support and successful execution of goals for the business unit. - Serves as project designer on selected projects—conceives and executes design, being mindful of clients’ needs and vision, requirements, project budget, schedule, and site issues. - Conducts research and seeks thorough understanding of client needs for project requirements and design solution opportunities. - Engages clients in explorations that respectfully challenge their understanding of appropriate interior design solutions. - Communicates and recommends design intent in a clear and compelling way; demonstrates the incorporation of client’s requirements and goals within design solution. - Assists in the preparation and delivery of design presentations to clients and drives consultant work to achieve design goals. - Understands and enforces conditions of client contract/SOW. Mindful of potential additional design services needs of client.                                                 Staff Development Responsibilities - Prepares and delivers design staff evaluations; responsible for performance development, compensation decision-making and workload allocation processes of department. - Supports and develops continuing education opportunities (e.g. site visits, lectures, road trips) to expose design staff to influences which will stimulate design creativity and innovation. - Participates in interviews and recruiting of professional staff. - Encourages staff exploration and innovation to achieve project design excellence and continual improvement. - Fosters and maintains a collaborative professional working relationship with management and project team members. - Participates in value-added professional associations, maintain active membership, and attend conferences as appropriate. - Leads design project reviews and critiques. - Develops continuing education opportunities for the design staff (e.g. site visits; lectures; road trips) to expose design staff to influences which will stimulate their design thinking.   Qualifications:   Education/Experience - Bachelor’s degree in interior design or architecture required. Master’s degree preferred. - 10 plus years’ experience with interiors or architectural firm or division as a senior level Interior Designer responsible for the design and project management of interiors. - 10+ years supervisory experience required. - LEED Certification preferred. - Published and/or award winning projects a plus. - Experience with digital and traditional forms of design services. - Prior experience with system furniture products and/or dealership experience desired. - Must be professional Interior Designer and have passed the NCIDQ exam or be a registered Architect with current license required-CID/AIA Certification Required, Leed Certification, EDAC, IIDA Association a plus.   Knowledge/Skills/Abilities - Must possess a high level of creativity and ability to design solutions that achieve relevant, high performing workplaces truly reflecting client’s unique culture with a focus on agile work environments, ancillary furniture, graphic wall applications, paint, and other aesthetic finishes and treatments. - Must be able to work independently in situations that are fast-paced with constant interruptions and changing priorities - Demonstrated ability to assess, mentor, train, and develop designers. Possesses a positive attitude and inspires team. - Advanced proficiency in a variety of software: AutoCAD, 20/20 CAP, Hedberg, Google Slides, Google Docs, GMail, with understanding of graphic design. - Knowledge of 3D Modeling software, Virtual and Augmented Reality technologies and presentation methodologies. - Knowledge of Photoshop, Illustrator, Sketchup, and graphic software required. - Ability to run multiple, myriad projects in commercial/Tech environments - Thorough knowledge of project management practices and ability to juggle multiple deliverables to meet/exceed deadlines. - Requires extreme attention to detail and ability to work in a deadline driven industry. - Exceptional customer relationship skills with ability to provide solutions for an assortment of client needs and communicate effectively with all levels of corporate hierarchy. - Thorough knowledge of sustainability, integrated design and LEED guidelines. - Significant talent in design, design development and project leadership for small to large-scale interior design projects. - Advanced knowledge of design, trends, construction methodology, materials application and manufacturer-supplier appropriateness. - Advanced knowledge of furniture, fixture and equipment (FF&E), architectural/interior finishes, lighting, art, signage, color and materials to carry out design intent. - Ability to think strategically, implements change, enforces policy and resolves conflict. - Thorough understanding of project work plans, schedules, staffing, and budgets. Demonstrated ability to execute projects profitably. - Proven ability to prioritize oneself and the work of others in order to meet deadlines and provide high quality service to client. - Responsible for setting, guiding, advising and implementing design solutions and for the overall administration and organization of the interior design function. - Keeps well connected with manufacturers and design industry to ensure access to newest and most innovative products and services available. Maintain leading edge prominence within industry.  Keeps abreast of new products, trends, technology, and business/tech sector growth. - Responsible for conceptual design excellence; initiates project design concepts and idea discussions, and provides guidance to design teams during project design development.   Physical Requirements - Seeing, color perception, hearing/listening, clear speech, hand and finger dexterity, and ability to move distances within and between warehouses/offices, ability to get to project sites - Ability to work on site full-time - Complex reading and writing skills, data modelling skills, judgment/decision making, analysis/comprehension - Proficient in English language (reading, writing, speaking) - Excellent verbal and written communication skills   Working Environment - Regularly works onsite with others face-to-face, as well as via call-in meetings and email - Generally, works in a fast-paced, fun office environment with moderate noise - Nature of work may require some time spent out of the office, local travel   Job Status - Exempt  
Job ID
2020-1797
Category
Management
Job Locations US-CA-Santa Clara
  Customer Engagement Specialist Santa Clara, Ca   Overview/Position Summary The Customer Engagement Specialist will be the first point of contact for One Workplace guests and employees. The Customer Engagement Specialist will be a confident, organized juggler who can both enthusiastically welcome customers into a One Workplace location while managing a working showroom. Involves a flair for the creative while applying great attention to detail with an ability to thrive on constant change and motion. This position frequently collaborates with Sales, Design, and Marketing.   Responsibilities:  - Creates an inviting, organized workspace which messages to both clients and employees that they are valued and welcome. - Responds to Guest Services requests from OWP sales and leadership. Plans for customer visits including company background research, scheduling requested conference rooms, menu planning, and ordering - managing events from beginning to end. - Manages working showroom, meeting rooms, and kitchen; and ensures hospitality and marketing collateral are organized. Works with Facilities to ensure that the Santa Clara showroom is “camera ready.” - Seeks out new ways to engage the customer and shape the internal and external OWP experience. - Schedules and plans team/staff/office/divisional meetings. Maintain Guest Services calendar. - Scouts resources for catering; scout locations for off-site events and event entertainment. - Collaborates with Market Engagement Manager for the development and coordination of market-focused special events held both on and off-site. - Gathers market information, negotiates contracts, creates budgets, décor, catering and entertainment, transportation, invitee list and equipment for special events - Responsible for capturing brand moments for social media and cross-communication with Marketing, Sales, and Design. - Participates in the planning and implementation of all OWP company events and industry events planned by the Customer Experience Team. - Creates weekly communications to office outlining important events and special messages. - Knowledge of LinkedIn, Salesforce and popular social media platforms.   Qualifications:   Education/Experience - Bachelor’s in Hospitality Management, Design Merchandising or Communications /Public Relations preferred. - 3+years’ experience in hospitality and/or showroom related field. - Retail experience a plus.   Knowledge/Skills/Abilities: - Solid oral and written communication skills. - Stellar organization and follow-through. - Unparalleled flexibility. - Highly people-oriented; excellent communication skills with the ability to work as a team with internal departments, external vendors, suppliers, and customers. - Strong interpersonal skills including conscientiousness, diplomacy, flexibility, dependability, and a can-do attitude. - Professional demeanor and appearance. - Must be honest and reliable with the ability to handle confidential issues with discretion. - Self-starter and able to make decisions and exercise prudent judgment with minimal guidance. - Ability to work under pressure and to prioritize workload, adapt to changing priorities, and meet aggressive deadlines. Ability to see the big picture. - Ability to create and manage an event from the planning stages through clean up while staying within budget. - Knowledge of Microsoft Office programs with the ability to learn in house programs. - Reliable transportation needed to travel between offices or to pick up supplies/products.   Physical Requirements - Seeing, color perception, hearing/listening, clear speech, touching (dexterity) - Sitting or standing for long periods of time. - Ability to lift and carry up to 25 pounds - Complex reading and writing skills, basic math skills   Working Environment - Regularly works with others face to face, over the phone and through email. - Generally, works in an office environment with moderate noise. - Nature of work may require working off-hours and some travel.   Job Status  - Non-Exempt 
Job ID
2020-1796
Category
Customer Service/Support
Job Locations US-CA-Santa Clara
Project Manager - General Construction - Vantis San Francisco Bay Area   Position Summary/Overview: Vantis is looking for a general contracting Project Manager to join our team. Vantis a One Workplace Company that has been a leader in tenant improvement reconstruction and FFE industry for over 70 years. We are looking to fill this position with a Project Manager who will work directly with the business leads providing all aspects of construction in order to formulate results for existing and future clients. This includes coordinating with Vantis staff, subcontractors, material and equipment suppliers ensuring that estimates follow the design intent and specifications. Supervise, manage and mentor Vantis personnel so work is proceeding on schedule and within budget. Ensure project compliance with all building codes and governing authorities' requirements.     Responsibilities: - Responsible and accountable for Total Project Delivery, including project costs, scheduling, client relationships, and profitability. - Directly supervise the activities of the office and field staff related to the assigned projects.    PRE-CONSTRUCTION - Manage medium to large-scale projects concurrently from start to finish, including estimating and pre-construction. - Serve as a liaison between customer, Architect, and Vantis staff. - Read and interpret floor plans and schematics to scale the project tasks accordingly. - Preparing scopes of work and recommending subcontractors to be selected for contracts.  Sending out invitations to bid and managing the bidding process. - Review and understand the Project Estimate; develop and manage cost control and document control procedures for each project. - Review, understand, and comply with all the requirements of the contract between owner and contractor. - Provide construction input to design professionals. - Assist with providing qualified trades for the bidding process. - Pre-development input of construction techniques and cost. - Responsible and accountable for day-to-day contact and meet regularly with clients and designers to ensure ongoing satisfaction. Attend and provide pre-construction status at OAC meetings. - Tracking all permits to ensure project schedule is not impacted. - Reviewing plans and specifications to create scopes of work and execute contracts. - Assure that subcontractors comply with insurance and bonding requirements. - Aid compilation of and review all subcontractor scopes. Negotiate buy-out of selected subcontractors. - Create final project schedule. - Create and manage all contracts whether prime or subcontracts. - Reviewing submittals including shop drawings. - Review and process subcontractor submittals for adherence to the specifications. - Managing of project document logs to include RFI's, Transmittals, and Submittals.   COURSE OF CONSTRUCTION - Ensure all project goals are met. - Direct and lead the subcontractors, material vendors, and superintendents. - Direct the mobilization of resources, both human and material, including initial site set-up. - Managing the Owner and Architect including OAC meetings and creating of minutes. - Resolve subcontractor disputes. - Conduct Site-Walks and create subsequent write-ups. - Create a bill of materials and provide accurate quotes for both materials and labor, ensuring profitability. - Monitor the quality of workmanship and materials on project. - Maintain weekly status reports on project for supervisory review. - Coordinating with the Superintendent and subcontractors to develop and update the project schedule. - Assist Safety Director by representing the Company on OSHA inspections when necessary. Provide safety reports on projects when necessary. - Directly supervise the activities of the Project Engineers, Superintendents, Field Engineer, and any company general labor. - Create and maintain site logistics plan. - Regularly update the project schedule. - Create and manage RFI's. - Ensure project as-builts are updated regularly. - Monitor execution of punch lists & quality control. - Maintain records of job cost. - Oversee superintendent project photos are regularly taken and the daily log is managed by the superintendents. - Oversee superintendent projects perform safety meetings with subcontractors. - Oversee that the superintendents promote safety on the projects and monitor subcontractor's work as to compliance with the comprehensive project safety program. - Oversee and maintain the Vantis project management system. - Conduct exit meeting with 3rd party inspectors. - Review and approve subcontractor's and supplier's pay request. - Maintain, if applicable, communication/coordination with national suppliers. - Evaluate the individual performance of the personnel to maintain the company's high standards of success. - Create a highly motivated team orientated attitude with construction personnel and trade associates. - Keep the field personnel informed of the current events of the company. - Plan, manage, direct and instruct the field associates so that coverage is provided while on vacation or approved absence from the company.  POST-CONSTRUCTION - Managing project closeout, as-builts, O&Ms, warranties, lien releases, punch list items, extra products, and key control.   ADMINISTRATION - Manage all administrative functions on the project. - Follow all procedures and policies of the company. - Ensure compliance with the company's safety program. - Create and evaluate process flows and recommend improvements. - Ensure deadlines and cost targets are met, including creating schedule, cost performance baselines /indexes, scope baseline, and tracking / adjusting progress. - Manage all sides of the project financially including contracts, projections, billings, etc. - Maintain required project documentation (Project Charter; Scope; MS Project Plan; Communication Plan; Configuration Management Plan; Risk Register and Risk Mitigation Plans; RAID logs; Lessons Learned; Training materials; Sign-off). - Teach and provide training to the construction personnel in the policies, procedures, systems and technical construction techniques used by the company. - Continuously evaluate the capabilities of the construction personnel and at regular intervals as determined by company policy. - Participate as needed in interviewing potential candidates for new positions available. - Offer technical expertise during design and construction. - Assist as necessary in the procurement of building permits. - Communicate and monitor the goals and objectives of the field associates. - Other duties as assigned by the Director of Construction and Operations.   Qualifications: Education/Experience - AA / AS degree required. BA / BS degree preferred (from an accredited college). - Minimum of six years of construction experience. - A minimum of three years general construction supervisory experience required. - Experience waiver: Management reserves the right to amend, modify or waive any education, experience or skill requirement for this position. Skills: - EXTREMELY Strong analysis and critical thinking skills. - Deadline and detail-oriented. - Must be familiar with general contracting procedures. - Knowledge of construction building codes. - Ability to communicate verbally and in writing. - Knowledge of construction estimating and scheduling practices. - Must demonstrate managerial skills appropriate for this position. - Must be PC proficient. - Experience waiver: Management reserves the right to amend, modify or waive any education, experience or skill required for this position. - Software Skills: - Procore, PM Management experience is REQUIRED - Bidding, Building Connected experience is a PLUS - Schedule, Proficient in Microsoft Project or other software equivalent is REQUIRED - Budget, Change Orders, RFI's - Meetings, Reports - Drawings, Documents, Blue Beam - Microsoft Office Suite: MS Outlook, MS Word, MS Excel - Acrobat   Physical Requirements - Ability to visit the entire job site, which may include climbing stairs or other elevated structures - Reaching with hands and arms - Climb or balance; stoop, kneel, crouch, or crawl - Occasional lifting and/or moving of up to 50 pounds. - Seeing, color perception, hearing/listening, clear speech, hand, and finger dexterity - Ability to sit or stand for long periods of time - Complex reading and writing skills, basic math skills, judgement/decision making, analysis/comprehension    Working Environment - May be exposed to cold, wet and/or humid conditions - Works around moving mechanical parts, electricity and/or high, precarious places - Occasional exposure to fumes and/or toxic or caustic chemicals, and airborne particles - Works in a construction environment around loud noise - Nature of work may require working off -hours and /or weekends, and time spent out of the office   Job Status - Exempt  
Job ID
2020-1795
Category
Vantis
Job Locations US-CA-Offsite Office Base/Santa Clara
Furniture Services Ticket Coordinator San Jose, CA   Overview/Position Summary Manage customer ticket requests from receipt through assignment to assist Furniture Project Manager, Supervisors and Designers as needed.   Responsibilities: - Take incoming requests and determine who should address the request; assign to teams within 24 hours for execution if appropriate. - Carefully monitor email for request updates and reply accordingly.  Update requests in requests system appropriately. - Coordinate floor plan updates to reflect furniture deliveries - Assist onsite team, as requested, with coordinating small projects, some of which will require coordination with network cabling or electrical contractors, the space planning or the move team. - Assist with the selecting of and delivery/removal of event furniture. - Attend and support post move customer support sessions when applicable.   Qualifications: Education/Experience High School diploma or general education degree (GED); one to three years related experience and/or training; or equivalent combination of education and experience.   Knowledge/Skills/Abilities - Basic knowledge of ancillary and commercial furniture systems parts and assemblies desired - Ability to read and understand furniture floor plans desired - Strong verbal and written communication skills - Must be extremely organized with good time management skills - Strong attention to detail required - Ability to analyze and problem solve and make decisions with minimal guidance - Must be flexible and have strong sense of urgency. - Ability to provide excellent customer service and foster both internal and external relationships - Must be able to work flexible hours   Physical Requirements - Seeing, hearing, color perception, clear speech - Ability to move distances within the office and warehouse - Complex reading and writing, basic math skills   Working Environment - Regularly works with others in person, over the phone and via email. - Generally works in an office environment around moderate noise - Nature of work requires intermittent, unusual hours and some time spent out of the office.    Job Status - Non-Exempt
Job ID
2020-1792
Category
Operation Services
Job Locations US-CA-San Francisco
Furniture Project Manager San Francisco, Ca    Overview/Position Summary Functions as the primary contact for projects by managing moderate to large-scale projects from beginning to completion, with an emphasis on cost effectiveness and customer service. Works to ensure smooth workflow and completion of project, while interfacing with internal departments, clients, and other professionals.   Responsibilities: - Act as main point of contact for the customer for all project communications during the project process - Develop work plan, schedules, and logistics, and organize deliveries based on overall project parameters, project schedule and scope, and customer goals - Serve as single point of contact and coordinate with all third party firms (Architecture & Design firms, contractors, cabling vendors, building managers, electricians, and other trades, client’s facility managers, and IT groups, movers, etc) - Maintain detailed project documentation of key project decisions and customer/project requests/revisions - Provide timely and formal written communication throughout projects and disseminate all critical information to clients and project teams - As needed, review plans and specifications for accuracy, completeness, and correctness, and correct product application prior to order placement - Plan and supervise product delivery and installation, including performance of work, installation administration, and timeliness of task completion - Develop and resolve open issues/punch list, and complete project close out documentation - Assist in establishing fees and producing professional, accurate quotations that protect the profit margin. Manages project hours to budgeted hours to ensure project profitability   Qualifications:   Education/Experience -  Bachelor’s Degree from a 4-year college or university - 5 - 10 years related experience and/or training; or equivalent combination or education and experience - Experience in facilities management in the healthcare and/or learning environments fields desired, but not required   Knowledge/Skills/Abilities - Knowledge of interior construction, interior design, moves and relocations, truck, furniture manufacturing and shipping, building management and current workplace issues - Knowledge of all aspects of contract furniture management, including; account management, project management, order preparation and management, installation, relocations, storage management and contract furniture administration - General understanding of furniture product utilization, including architectural integration with the ability to manage large and complex projects - Very good product and technical knowledge, including applicable building codes, correct product applications, custom applications and pricing, price estimating and solicitation, and electricity and cabling requirements - Ability to read blueprints, conduct field verifications, site measurements and furniture/site surveys. - Very good project estimation and budget management skills - Must be extremely organized, with good time management skills and the ability to work independently - Must be able to analyze and problem solve, even with significant ambiguity - Proficient in office productivity applications (email, spreadsheets, presentations, docs, prefer Google apps) and PlanGrid or similar - Must have a valid driver’s license and access to transportation to client sites around the Bay Area  Working Environment - Regularly works with others face to face, over the phone and through email - Generally, works in an office environment with moderate noise - Nature of work may require working off hours and significant time (up to 50%) spent out of the office - Periodically works outside and may work around moving objects, dust and dirt Job Status - Exempt      
Job ID
2020-1790
Category
Operation Services
Job Locations US-CA-Sacramento
Markeing Development Manager - Furniture Dealership Sacramento,Ca     Overview/Position Summary Leads and maximizes sales efforts for One Workplace. Will develop and leverage relationships with Commercial Real Estate Brokers, Project Managers and within the design community to identify opportunities in the market and close new business.   Responsibilities: - Create interest and build a pipeline of qualified leads. - Builds strategic plan that drives revenue to target assigned region, with a focus on the design community. - Qualify client needs, budget, project schedule to support project implementation. - Act as a single point of contact in the development and closing of opportunities. - Secure and lead the initial engagements, then follow up with client appointments during the projects to ensure successful results. - Develop client-specific product and service solutions. Promote our core service capabilities to the client and other project stakeholders. - Take the lead in the development of client-centric presentations in written and multi-media formats. - Develop, coordinate and attend events that target the CRE community. - Maintain relationships with clients to identify future opportunities and reinforce the strategic relationships within the client’s facilities, project management, and real estate teams. - Participate in the collection, management and reporting of an accurate client database, revenue goals, and sales team achievements. - Forecast projected business opportunities.   Qualifications:   Education/Experience - Bachelor’s Degree from a four-year college or university and at least - 3+ years related experience with the commercial real estate community - Prior experience with system furniture products a plus   Knowledge/Skills/Abilities - Advance selling skills interfacing with clients, architects, general contractors and vendors - Must be self-motivated and have a sense of urgency - Requires the ability to make decisions and act with minimal supervision and/or direction - Ability to take ownership of a project, delegate and provide guidance to members of the team - Experience with construction, architecture, and design - Knowledge of manufacturer’s product and application desired - Ability to lead and be a brand ambassador - Strong written, verbal and interpersonal skills with ability to present product and solutions, and lead meetings - Ability to thrive in a fast-paced, sometimes stressful environment with changing priorities - Knowledge of business practices, structure, and philosophies with ability to determine pricing and discounting - Ability to apply logical reasoning, strategic and creative problem solving and sound business judgment - Reliable transportation to visit sites in the surrounding Bay Area   Physical Requirements - Seeing, color perception, hearing/listening, clear speech and touching - Ability to walk moderate distances and climb ladders and/or scaffolding - Complex reading and writing, intermediate math skills, judgment/decision making, analysis/comprehension   Job Status - Exempt    
Job ID
2020-1788
Category
Sales
Job Locations US-CA-Oakland
Associate Account Manager, Learning Environments Oakland, CA Overview/Position Summary   Works in conjunction with the Account Manager and as directed by Group Leader to provide customer service, convert orders, and service accounts. Works knowledgeably with clients and other professionals to accomplish successful completion of account/project work.    Responsibilities:   - Provide outstanding service and value through collaborative problem-solving and timely response to client requests. - Collaborate with Account Manager to manage new and existing accounts, including attending project meetings and sales calls, to ensure client satisfaction and on-going business relationships. - May act as primary contact for project related calls/emails. - Develop knowledge of products, key trends and service offerings and apply that knowledge to the sales process. - Assist Account Manager with product research, pricing and lead-time information for daily quote requests or bids. - Provide product and labor quotations for budgets and proposals. - Assure accuracy of paperwork and maintain organized files. - Attend One Workplace meetings and training sessions and participate in team meetings and events to promote team effectiveness and synergy. - May work with Account Manager supporting other miscellaneous requests. - Maintains an accurate and up to date customer account list with detailed information. - Settles all customer complaints with guidance of the Account Manager as required. - Attends trade shows, conventions, seminars, and other meetings to enhance his/her professional knowledge or to promote the Company. Attendance will be directed by the Group Leader. - Keeps updated on the events in the industry and market place to take advantage of new changes. - Remains in constant contact with established customers to ensure their satisfaction with the products and the company's services. - Support the team in setting-up product evaluations, developing quotes, responding to RFP’s, and working through client and partner contract issues. - Other duties and responsibilities as assigned by Account Manager and Group Leader. - Manages assigned Book of Business either individually or as team that is tracked from own Sales ID.  Qualifications:   Education/Experience - Associate Arts degree (A.A.) or equivalent from a two-year college or technical school - 1 - 3 years related experience and/or training; or equivalent combination of education and experience.   Knowledge/Skills/Abilities - Requires self-motivation with strong interpersonal skills and ability to ask pertinent questions to determine client needs. - High attention to detail and accuracy. - Must be assertive, flexible, and have a strong sense of urgency. - Committed to supporting Sales Team goals - Ability to work independently and prioritize tasks is essential. - Excellent written and verbal communication skills - Ability to provide excellent customer service and foster both internal and external relationships - Must be able to effectively solve problems and make decisions in the best interest of One Workplace and the client - Familiarity with proposal and bid process desired - Excellent knowledge of Microsoft Office systems with ability to learn internal system - Must have an understanding of general business practices - May need reliable transportation to go to client sites Physical Requirements - Seeing, hearing, color perception, clear speech - Ability to move distances within the office and warehouse - Complex reading and writing, basic math skills Working Environment - Regularly works alone and with others in person, over the phone and via email.  - Generally, works in an office environment around moderate noise.  - Occasionally may work in the warehouse around loud noises   Exempt - Job Status   
Job ID
2020-1785
Category
Sales
Job Locations US-CA-Santa Clara
Warehouse Specialist   Overview/Position Summary Responsible for the timely and accurate shipping, receiving and physical movement of product to and from storage locations.   Responsibilities: - Performs accurate pulls and puts product away. - Inspects cartons/product for damages and notes on receiving paperwork. - Reads and processes work orders to customer requirements. - Responsible for the on-going maintenance of physical inventories. - Enters proper information into automated hand held unit to ensure proper inventory updates. - Cleans, stages and tags product for outgoing orders. - Loads (lift, maneuver) and moves (push, pull) product though warehouse and into/from trailers. - Maintains a safe work area by sweeping, dusting, and removing (picking up) waste material. - Verifies and signs for deliveries at receiving dock. - Assembles product to client specifications. - May assist in training of new employees. - Fully complies with the company’s safety instructions and procedures, including timely reporting of any accidents, injuries or incidents involving physical injury or illness.   Additionally for Asset Team: - Verifies received quantities of product and physically sorts and counts products by like item to ensure accurate inventory. - Create, edit and maintain detailed client asset inventory reports to include dimensional characteristics, unique item conditions and vendor codes.   Qualifications:   Education/Experience High School diploma or general education degree (GED); or 1+ years previous experience in warehouse and/or inventory control operations; or equivalent combination of education and experience.   Knowledge/Skills/Abilities - Certified, or ability to be certified for forklift and order picker operation - Familiar with operating non-power equipment (pallet jacks, carts, hand trucks) - Familiar with quality standards and inspection techniques - Good organizational and problem solving skills with strong attention to detail - Ability to clearly communicate verbally and in writing - Must be able to work under pressure in deadline driven situations   Additionally for Asset Team: - Knowledge of multiple office furniture systems, including assembly, terminology and functionality. Experience with Steelcase products desired - Knowledge of or ability to learn asset management software - Familiar with MS Office programs - Experience with web based and catalog resources to identify all required specifics for client assets   Physical Requirements Seeing, color and depth perception, hearing/listening, clear speech, touching, ability to move distances within and between warehouses/offices, ability to mount and dismount forklift/truck, pushing/pulling, ability to lift and carry up to 75 pounds.    Work Environment Generally works in a warehouse environment with moderate noise, changing temperatures, and around mechanical equipment and moving objects.  May be required to work different shifts and work hours; may work alone or with a team; in moderate heat or cold, around dirt/dust.    Job Status – Non-Exempt
Job ID
2020-1783
Category
Operation Services
Job Locations US-CA-San Francisco
Post-Occupancy Client Experience Manager two - San Francisco   Overview/Position Summary This position is responsible for space and occupancy planning project delivery and FF&E activities across two’s Bay Area portfolio. This includes the management and oversight of occupancy and move coordination teams, program development and accurate work-stream reporting. In this role, the manager leads a team of professionals responsible for delivering space and occupancy solutions which support client business requirements.  Works in conjunction with client management to drive innovation and efficiencies to the overall services delivery, via process, tools and talent. This person will be the single point of contact for space management services after the initial projects have commenced. The ideal candidate will know how to manage the various relationships internal and external to the client, to deliver excellence in the execution of all activity types. Responsible for generating service revenue from two’s customers and creating an unparalleled service experience.    Responsibilities: - Collaborates with Client Experience Managers, Client’s Real Estate, Project Management, Facility Management, CRE, and A&D team members, as well as various trade groups for various space management services (including, but not limited to: Space and Occupancy Planning, Move Coordination, Asset Management, and the management of data relating to these activities) - Lead development of core program standards – all tools, process, templates and outputs standardized and customized to client's ways of working - Prepare and gain client approval of annual contracts and service agreements - Responsible for vendor partner contract compliance and performance (furniture & design, moving companies, installation companies) - Deliver work plan, schedules, and logistics, and organize deliveries based on overall project parameters (schedule, scope, and client goals) - Establish documented methods of service delivery for all activities, processes and outputs, which is expected to vary in degrees from one client to another - Maintain relationships with the business to understand the needs and drivers, as well as with the vendors, to lead and execute on occupancy planning. Track and document requirements to develop well-informed plans / scenarios. Lead and analyze data from various systems to convey occupancy scenarios that drive optimal performance and workflow of the business, keeping leaders & team members informed and ensuring consensus of plans. - Ability to manage operational program budget, evaluate period spend and apply corrective action as needed to maintain desired budget variance and profitability - Oversight of labor allocation model and ensure accurate tracking of labor hours. - Prepare and submit monthly sale and cost data for billing purposes. - Oversees monthly + quarterly reporting to clients as it pertains to space management team performance - Oversees the day-to-day + long-term technical and operational responsibilities of space management - Work with the two Leadership Team to develop onboarding and training programs for new hires - Partners with two Leadership to review existing, and develop and implement new space management programs and initiatives - Accountable for tracking and maintaining team KPI deliverables + contracted measurable program result - Makes recommendations to enhance operational efficiency, service delivery, cost savings, and innovative service advancements for all functional areas within the service line   Qualifications: - BA/BS Degree in Business Administration or Operations Management; at least 15 years’ experience as a Vendor Manager, Facilities Manager or a Program Manager overseeing vendors and large teams. Equivalent combination of education and experience will be considered. Project Management, Design/Interior Architecture and Furniture - Dealership experience required.   Knowledge/Skills/Abilities - Expertise in strategic occupancy planning and move processes, furniture systems, design solutions. Understanding of support team functions, such as network & telecom equipment, trades, facilities management, and the roles & responsibilities of the vendor partners.  - Proven people management skills with the ability to lead and inspire a team, as well as ongoing training and development of individual team members. - Experience developing working budgets with limited facts and figures, with the ability to manage financials, develop and report metrics for vendor and team performance. - Requires excellent verbal and written communication skills with the ability to effectively communicate with client, vendors, employees and departmental representatives. - Requires ongoing active search and understanding of new and emerging technologies and their potential application and/or impact on client engagements. Must be comfortable discussing software applications with Systems Administrators. - Must be extremely organized with strong time management skills, and proven ability in juggling changing priorities and developing creative solutions to operational demands. - Strong negotiation skills. - Comfort with working with Google Suite and Microsoft Office in the same environment. - Knowledge of and keen interest in workplace space trends and implications to the client engagement. - Ability to travel as needed. - Solid understanding of the fundamentals of contracts.   Physical Requirements Seeing, color perception, hearing/listening, clear speech, and hand and finger dexterity. Complex reading and writing skills, basic math skills, judgment/decision making, analysis/comprehension.   Work Environment Regularly works with others face to face, over the phone and through email. Generally, works in an office environment with moderate noise.  Work involves traveling to client sites.  May work around moving objects, dust and dirt while on a project site.   Job Status – Exempt  
Job ID
2020-1780
Category
Management