Office Services Coordinator

Office Services Coordinator

The Office Services Coordinator acts as an ambassador for Clearbrook by cultivating an inviting and engaging environment for employees and external office visitors, as well as potential clients and customers reaching out by phone. The Coordinator delivers exceptional customer service assistance in accordance with our company values, and supports leadership with building management needs and vendor relationships.

• Must be able to work on site Monday through Friday from 8:00am – 5:00pm local time.
• Oversee day‑to‑day operations of the Springfield office.
• Greets and directs internal and external visitors, providing resources and logistical support upon request.
• Plans, budgets, and executes local office engagement events, including vendor coordination and internal communications.
• Provides support for internal and external executive meetings and planning sessions, supporting catering, facilitation, and other logistical support as needed.
• Monitors and supports access to building and office suite, registering visitors and providing badges to local employees and visitors to the broader office portfolio, in adherence to internal security protocols.
• Coordinates receipt and delivery of packages and vendor services in conjunction with building security.
• Maintains office and breakroom supply stock, places orders as needed, and completes associated payables in a timely manner.
• Leads and maintains internal communications outlets such as SharePoint pages, Viva Engage, email communications, Teams chat, etc.
• Develops and reports on key performance metrics for the department.
• Assists with tracking and completing service requests for all U.S. office locations and remote employees.
• Maintains local conference room calendars and ensures that conference rooms are equipped with facilities and technology resources, as requested by internal customers.
• Maintains a well‑organized and fully stocked office environment, resets conference rooms after use, and ensures all appliances, desks, and ancillary furniture are operational and in excellent condition.
• Efficiently coordinates office space utilization, including administering Envoy software platform and client utilization.
• Maintains strong working relationships and coordinates with contractors, suppliers, and property managers, supporting contract negotiations and accounts payable procedures.
• Participates in departmental initiatives to evaluate and improve national vendor relationships.
• Supports and maintains the office Business Continuity Plan and Safety Committee, in cooperation with business unit leaders.
• Provides additional support to and ensures continuity of the department’s essential functions (Mailroom and Reception).
• Supports IT in provisioning and de‑provisioning equipment and serves as a liaison to end users and the IT department when IT tickets need to be resolved.
• Aids in troubleshooting IT issues as needed.
• Assists with after‑hour vendor visits, as needed.

• High School Diploma or equivalent.
• 3 Years of relevant facilities or office services–related experience.
• 1 Year of experience using a multi‑line phone/console system.
• Proficient in Microsoft Word, Excel, and Outlook.
• Experienced in greeting and supporting guests and employees, using proper etiquette and professionalism.
• Team spirit, enthusiasm, and ability to cooperate with others to accomplish goals.
• Keyboard skills, minimum 40 wpm.
• Strong verbal skills in speech and written communications.
• Multitasking and prioritizing.
• Dependability and ability to work under pressure.
• Attention to detail.

Unless otherwise specified below as an essential function of the job, this role generally operates within a standard office environment, requiring the use of a PC and other related office equipment. Must be able to move about the workspace to access files, cabinets, office equipment (printer/copier/fax), or observe client settings. Frequently moves equipment/materials across the workspace for various needs. Includes activities such as lifting, carrying, pushing and pulling.

Frequently must position oneself to install or adjust work‑related equipment, including under a workstation, desk, client setting, etc. Includes activities such as stooping, kneeling, crouching and crawling.

Applicants must be legally authorized to work in the United States. We do not sponsor or assume sponsorship of employment visas.

We do not discriminate on the basis of age, ancestry, color, gender, gender expression, gender identity, genetic information, marital status, national origin or citizenship, denial of family and medical care leave, disability (mental and physical), including HIV and AIDS, medical condition (including cancer and genetic characteristics), race, religious creed, sex. We do not tolerate discrimination or harassment based on any of these characteristics.