The Office Services Associate plays a critical role in ensuring smooth office operations by providing comprehensive support services, including back-office support, hospitality, mail handling, and reprographics. Reporting to the Lead Office Services Associate, this position is responsible for maintaining a professional and efficient office environment.
Essential Job Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Each core function will outline the percentage of time and frequency the task is performed.
- Foster strong client relationships, enhancing customer satisfaction through prompt issue resolution.
- Conduct regular inspections of the office space to ensure optimal appearance and condition.
- Address complaints, questions, concerns, and suggestions promptly, conducting thorough quality assurance follow-ups.
- Assist guests with hospitality services, including workspace arrangements and room occupancy management.
- Support the client’s hoteling culture and mobile working practices by managing room occupancy and liaising with facility maintenance.
- Execute interoffice moves, including furniture relocations and meeting setups.
- Perform facilities maintenance tasks, such as sheet rocking, plastering, light carpentry, and light fixture maintenance.
- Ensure the sanitization of designated areas, maintaining building standards, replenishing supplies, and implementing proper signage.
- Facilitate mail services, including sorting, distributing, and processing interoffice and outgoing mail.
- Prepare specialized outgoing mail (e.g., certified registered) and collect outgoing mail from designated internal zones.
- Oversee meeting room arrangements, ensuring punctual participant arrivals and room readiness.
- Provide print services, including copying, quality control checks, binding, hole punching, stapling, and basic copier maintenance.
- Reproduce CD/DVD materials as requested or as part of imaging projects.
- Participate in training programs, including the utilization of the Cornerstone platform, to enhance knowledge and skills.
Position Requirements/Experience/Education:
- High school diploma or equivalent; college degree preferred.
- Minimum 1 year of experience in a related role.
- Ability to understand client inquiries and provide effective responses.
- Proficiency in Microsoft Office products and applications.
- Strong client-first mentality with the ability to deliver added value to clients.
- Team player with a positive attitude, capable of motivating peers and building relationships.
- Ability to maintain confidentiality and security of client information.
- Pleasant and cheerful disposition at all times.
Competencies:
- Accuracy and attention to detail.
- Ability to multitask in a fast-paced, high-energy environment.
- Solid decision-making skills within the scope of the position.
- Ability to meet deadlines and work under pressure.
- Good verbal and written communication skills.
- Technologically proficient.
- Prioritization, flexibility, and adaptability.
