Office Services Coordinator

Office Services Manager

Job Family:
Office Services

Travel Required:

Up to 10%

Clearance Required:

None

What You Will Do:

Manage the day-to-day functions of the Office Services team focusing on individual and department services quality.

Manages Facilities/OS mailbox daily and responds within a reasonable timeframe.

Respond to employee requests received by email, Teams, telephone calls, or other communication promptly and courteously, with a customer service focus.

Perform a wide variety of general clerical work, including production, photocopying, filing, scanning, and mailings from inception to completion.

Operate and maintain a variety of office equipment and troubleshoot with IT as needed, including copier machine(s), binding machine(s), facsimile machine, per existing vendor and/or manufacturer contracts and agreements.

Ensure all breakroom/café equipment is functional and maintained. Contact vendors as needed.

Troubleshoot AV minor equipment issues, such as missing cables, simple hardware connectors, and plug-in for functional operations.

Receive and distribute all incoming packages, faxes, and mail; process outgoing mail and overnight packages as necessary; frequent lifting of boxes up to 50 lbs.

Maintain Mail Distribution List (where applicable)

Maintain inventory of office supplies, break room, coffee, tea, and water supplies, and vending items (as appropriate), and keep common office areas stocked with supplies and clean; this includes copy/supply/mail areas, pantries, conference rooms, meeting rooms, huddle rooms, and all other ancillary meeting spaces.

Work with Office Services Team Lead (as appropriate) to report and track repairs for the office space; respond to requests for office maintenance as needed in coordination with the Office Lead (where applicable)

Submit work orders to building management (where applicable) and schedule maintenance/repairs as needed with building management and/or external vendors

Coordinate all poster (HR/Legal) displays in common areas and bulk distributions in accordance with deadlines and removal dates

Coordinate with Office Lead/Operations Business Partner to ensure Office Services Manual and Emergency Response Guide are up to date and available at all times.

Maintain meeting room schedules, assist with meeting set-up/breakdown, which may include assistance with food/beverage set-up (where applicable) as well as clean up

Ensure contracted services provided by outside vendors (cleaning services, food services, etc.) and building services (janitorial, parking, badging, interior and exterior furnishings, etc.) are meeting contract standards.

Assists with records management to include onsite/offsite storage (Iron Mountain) facilitation and coordination of shred bin pick-up service

Perform special projects and other duties, as required

Assist Real Estate and Office Lead (where applicable) with all internal office/cubicle moves and/or clean-out

Streamlines procedures and recommends improvements for efficiency or effectiveness of service

Collaborates well with team members, coaching and cross-training within the job area.

Work overtime, if applicable and as necessary, with prior approval.

Works under moderate or limited supervision

What You Will Need:

High school diploma required

Three (3) + years of experience in a Facilities/Offices Services role

Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel, and PowerPoint)

Ability to learn new software systems when necessary

Demonstrate ability to:

Act with discretion and maintain complete confidentiality

Ability to communicate office policy and procedure to all employees in the office; escalates local office issues to Manager to provide resolution on complex issues

Establish and maintain strong working relationships with internal clients

Flexibility in a fast-paced environment and when unexpected events occur

Sound judgment in decision making and problem solving

Read and interpret written communication

What Would Be Nice To Have:

3 - 5 years in a top-tier professional services firm or in a corporate office/headquarters multi-floor environment

Experience with Peoplesoft, Workday, Agil Quest, and C-Cure a plus

Professional and polished demeanor in dealing with all situations

Takes initiative and works with urgency

Dependable with strong work values - honest, self-confident, and a positive attitude

Ability to work overtime as necessary, with prior approval

Collaborate well with team members, coaching and cross-training within the job area

Effective interpersonal and…