Office Services Associate

Office Services Associate

The Office Services Associate plays a key role in supporting daily office operations and ensuring the facility is organized, efficient, and ready for use. This position manages mail and package services, office supplies, conference rooms, workspace turnover, vendor coordination, and routine building inspections. It is ideal for someone who enjoys a mix of desk work and active, facility-wide responsibilities and prefers not to sit at a desk all day.

• Process incoming and outgoing mail on a daily basis to ensure timely and accurate delivery.
• Receive, track, and distribute packages throughout the office in accordance with established procedures.
• Coordinate courier and carrier services, maintain mailbox assignments, and keep mailroom records up to date.
• Update floor plans and seating charts to reflect current occupancy and workstation assignments.
• Maintain employee directories, phone lists, and occupancy records to support accurate office information.
• Support office moves by coordinating workstation assignments and ensuring smooth transitions for employees.
• Clear and prepare vacated cubicles and offices, including coordinating cleaning and removal of abandoned items.
• Ensure workstations are fully ready and presentable for incoming employees, with necessary supplies and equipment in place.
• Monitor and replenish office supplies regularly to prevent shortages and maintain operational readiness.
• Order office supplies through approved vendors and maintain accurate inventory records.
• Support copier and print center operations by filling copier and printer paper and monitoring toner and consumables.
• Coordinate copier service requests and supply orders to minimize equipment downtime.
• Inspect conference rooms daily to verify that chairs, supplies, and room setups meet standards.
• Report technology or maintenance issues in conference rooms promptly to the appropriate teams.
• Conduct daily facility inspections by walking all floors to identify clutter, improperly stored materials, and housekeeping concerns.
• Report safety and maintenance issues identified during inspections to ensure a safe and professional environment.
• Serve as the onsite point of contact for contractors when needed, coordinating their access and work locations.
• Monitor vendor and contractor activities and communicate project status updates to relevant stakeholders.
• Ensure all work areas affected by vendor or contractor activity are left in clean, safe, and professional condition upon completion of work.
• Provide general administrative and clerical support to office services as required.
• Deliver courteous, professional customer service to employees and visitors seeking office services support.
• Assist willingly in multiple areas of the facility based on operational needs.

• At least 6 months of customer service experience, demonstrating a professional and helpful approach to internal and external customers.
• At least 6 months of administrative support or clerical experience in an office or similar environment.
• Strong customer service skills with the ability to communicate clearly and courteously.
• Good organizational skills, including the ability to manage multiple tasks and maintain accurate records.
• Comfort working in a role that requires walking or standing approximately 50% of the day.
• Proficiency with Microsoft Office applications for basic documentation, tracking, and communication.
• Ability to handle mailroom operations, including mail and package processing and record keeping.
• Willingness to assist in multiple areas of the facility and adapt to changing priorities.

• Experience in mailroom operations or office services is beneficial.
• Familiarity with corporate office environments and facility procedures is an advantage.
• Attention to detail when updating floor plans, directories, and occupancy records.
• Ability to work independently while also collaborating effectively with office services colleagues.
• Comfort performing regular facility walks and inspections, including tracking and reporting issues.
• Interest in a role that combines administrative tasks with physical activity and movement…