Office Services Coordinator

** 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…