Office Specialist

• Welcome visitors, announce appointments, and assist with inquiries
• Manage office equipment, including fax machines, copiers, scanners, and mail handling tools
• Maintain inventory of office supplies, PPE, refreshments, and branded items
• Coordinate supply re-ordering with Marketing and Brand Coordinators
• Assist in planning and coordinating employee functions, including holiday parties, fundraising events, and recognition programs
• Foster office morale by celebrating birthdays, anniversaries, and licensure achievements
• Distribute welcome packages, verify I-9 documents, and coordinate workspace setup for new hires
• Capture temporary photos of new hires and collaborate with team leaders
• Manage proposals, mail distribution, and meeting logistics
• Submit invoices and coordinate technology check-in/check-out processes
• Schedule building repairs, maintenance, and janitorial services
• Manage keycards and conference room calendars
• Ensure cleanliness and tidiness in common areas and break rooms
• Organize office cleanup events and maintain storage file logs
• Operate a multi-line telephone system, direct calls, and record caller information
• Support the location leader and help with culture activities when needed
• Assist with travel reservations, including flights, car rentals, and hotels
• Coordinate and manage bookings and reservations
• Plan and coordinate office events
• Perform other duties as assigned

• Associate degree or at least two years’ related experience/training
• Two years’ related experience/training in customer service, event coordination, or administrative roles
• Strong interpersonal skills with a professional demeanor
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook
• Proficiency with office equipment
• Excellent organizational and multi-tasking abilities
• Ability to work independently and maintain attention to detail
• Demonstrated ability to maintain confidentiality and professionalism
• Basic physical activity, including lifting and carrying office supplies, is required

Demonstrates strong organizational and multitasking abilities while managing office operations, event coordination, and customer service. Proficient in Microsoft Office Suite and office equipment, ensuring a professional and welcoming environment.

• Event Coordination
• Customer Service
• Microsoft Office Suite Proficiency
• Organizational Skills
• Interpersonal Skills

• Office Equipment Management
• Inventory Management
• Invoice Submission
• Meeting Logistics
• Travel Reservations

• Strong Interpersonal Skills
• Professional Demeanor
• Attention to Detail
• Confidentiality
• Multi-tasking Abilities

• Associate Degree

• Office Management
• Event Planning
• Employee Functions
• Office Supplies
• Workspace Setup

• Multi-line Telephone System
• Fax Machines
• Copiers
• Scanners
• Mail Handling Tools