Workplace Associate - Fixed Term

The Challenge

The Global Real Estate and Workplace organization is dedicated to setting, implementing, and optimizing an integrated, inclusive, sustainable, safe, and secure physical and digital workplace experience for OneTrust’s distributed workforce. The Global Real Estate and Workplace team is comprised of Workplace, Operations, Corporate Technology, and Physical Security.

As the Workplace Associate, you will be responsible for being the primary point of contact for employees and leadership. This includes creating a welcoming and warm community environment, supporting events, and running the day-to-day hospitality for OneTrust.

This position reports to the Global Head of Real Estate in Atlanta but will take day-to-day direction from the Workplace Manager in Madrid. Madrid is our European hub, and the team is made up of people from all over the world. This role is a fixed-term contract covering parental leave.

Your Mission

• Front Desk/Ambassador: Staff the front desk during high-traffic times, greet employees, leaders, guests, and vendors, and create a welcoming experience as people enter and move through the office.

• Stakeholder Support: Build strong relationships with executive assistants, corporate teams, team leaders, and key points of contact to stay informed on travel schedules, workplace needs, events, and upcoming changes.

• Events, Community & Communication Management: Partner with the Workplace Manager to plan events and community engagement programs using a mix of in-person and digital tactics. Manage internal channels, respond to employee questions with a warm and clear approach, and compile content for regular newsletters and updates.

• Building Operations: Support day-to-day office operations in Madrid, including regular walkthroughs, checking that pantries/common areas are tidy and stocked, confirming equipment and spaces are working properly, and resetting spaces as needed.

• Requests & Process Management: Manage employee requests and communications through JIRA in partnership with GRE & Workplace team members. Support the creation, documentation, management, and maintenance of systems and processes.

• Mail & Package Management: Receive, sort, ship, and scan mail and packages; contact employees for pickup; track shelf time; and follow the Mail & Package policy.

• Tours & Office Guidance: Give office tours and serve as a helpful, knowledgeable resource for employees and visitors.

• Other Responsibilities: Complete other tasks and projects as directed by your manager and GRE & Workplace leadership.

You Are

• Ability to communicate effectively in English, both verbally and in writing; a minimum C1 level is required. Most interactions at the office will be in English, as will all interactions with the rest of the Global Real Estate & Workplace team.

•A C1 level in Spanish is also required. All interactions with vendors and the building’s property management team will be in Spanish.

• Knowledgeable about business processes and professional office etiquette.

• Demonstrated interpersonal skills, with the ability to work effectively with all organizational levels.

• Strong communication skills, including verbal, written, presentation, and listening skills.

• Familiarity with and competence in Microsoft Suite, including Excel and PowerPoint.

• Familiarity with marketing and internal communications techniques, including experience putting together email newsletters and managing online communities.

• Familiarity with data entry regarding budgets, tracking supplies, and other forms of inventory.

• Familiarity with mail and package processes with different providers.

• Ability to maintain confidentiality and integrity.

• Has a proactive, can-do approach and is eager to learn and grow.

• Works well with little direction and has a strong sense of personal responsibility and integrity when it comes to doing a good job.

• Ability to work efficiently and effectively while maintaining attention to detail.

• Ability to collect and interpret information to be used to improve day-to-day work.

• Basic project management skills, such as managing multiple client requests and deadlines.

• Ability to reduce process errors and improve process results.

• Proficiency with Microsoft Suite, including Excel, Word, and Microsoft Project.

• Can-do, proactive attitude and eagerness to learn and grow.

Extra Awesome

• Familiarity with workplace approaches and strategies, and experience in the real estate industry.

• Experience working with a distributed, asynchronous workforce.

• Familiarity with JIRA or any other ticketing system.