Office Services Support Specialist

Primary Purpose of Position

Provide administrative support and serve as an Office Services resource.

Job Description

Provide administrative support and serve as an Office Services resource.

Essential Functions Administrative

• Standard Administrative Support Functions
  • Compose, edit and type letters, memorandums and transmittals.
  • Compile, organize and accurately finalize documents for signature or other distribution.
  • Maintain department filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures, as outlined in the Records Management Policy.
  • Screen, handle, forward and place telephones calls for team members. Compose accurate and detailed messages.
  • Schedule conference rooms and arrange catering and all details for meetings; update Angus with guest/visitors for all meetings.
  • Arrange team travel including air, hotel, care rental and meeting attendance, as required.
  • Organize and submit expense reports; input and approve eTime for self/team as requested.
  • Manage invoices, billing, expenses, credit card statements and employee reimbursements for department team.
  • Sort, open deliver or process incoming and outgoing mail, packages and internal correspondence.
  • Arrange for courier or overnight services.
  • Operate office equipment such copiers/scanners, fax machines, all conference room audio visual representation equipment and telephones with voice mail capabilities.
  • Submit requests/order supplies as needed.

Office Services and Support

• Coordinate the facilities logistics for set up for new employees and separating employees as well as all moves.
• Submit and approve facilities work orders.
  
  Follow open work orders through to completion.
  
  Escalate issues when necessary. Review work orders and billing for accuracy and activity.
• Inventory office supplies in main copy centers, ensure sufficient supplies (to include stationery products and kitchen supplies) and coordinate supplies purchases.
• Oversee service and maintenance of the office equipment.
  
  Assist with coordination of service calls with the vendors, coordinate monthly meter reads for office copiers, provide usage data and report service issues and assist in resolution of issues.
• Edit and maintain all department lists, floor plans and reference material (to include department operational manuals, new hire paperwork, recruiting and new hire packets, facilities orientation material and other related documents).
• Process all incoming supply orders for accuracy and completeness and reconcile invoices with shipment and process invoices for payment.
• Handle all requests for printing and stationery.
• Handle all requests for property management assistance or with facility or space issues.
• Organize and maintain project files including file plans and project directories.
• Maintain up-to-date inventory of items in storage space. Search inventory of stored items or assist other staff in doing so as needed. Arrange for delivery and retrieval of stored items as requested.
• Organize monthly regional staff meetings, including verifying calendar availability for senior staff, notifying regional staff and preparing meeting agendas.
• Provide support for regional training, dissemination of information or communications from Regional or Corporate office.
• Organize and assist with office parties, luncheons, and other regional events.
• With the direction of the Regional Manager, provide assistance to other departments in the absence of the assigned administrative staff, or as requested.

Requirement and Qualifications

• High school diploma or equivalent educational required.
  
  Bachelor’s degree preferred.
• A minimum of 2-5 years of progressively responsible administrative support experience required.
• Ability to produce quality work in a consistent…