Office Specialist

Description

• Capture temporary photos of new hires and collaborate with team leaders.
• Maintain inventory of office supplies, PPE, refreshments, and branded items.
• Foster office morale by celebrating milestones like birthdays, anniversaries, and licensure achievements.
• Ensure cleanliness and tidiness in common areas and break rooms.
• Assist in planning and coordinating employee functions such as holiday parties, fundraising events, and recognition programs.
• Operate a multi-line telephone system, direct calls, and record caller information.
• Manage office equipment, including fax machines, copiers, scanners, and mail handling tools.
• Manage keycards, conference room calendars, and car rentals.
• Schedule building repairs, maintenance, and janitorial services.
• Distribute welcome packages, verify I-9 documents, and coordinate workspace setup for new hires.
• Serve as the first point of contact for employees, clients, and visitors with a pleasant personality and professional attitude.
• Submit invoices and coordinate technology check-in/check-out processes.
• Welcome visitors, announce appointments, and assist with inquiries.
• Coordinate supply reordering with Marketing and Brand Coordinators.
• Organize travel arrangements and manage proposals, mail distribution, and meeting logistics.
• Organize office cleanup events and maintain storage file logs.

Requirements

• An equivalent combination of education and relevant experience will be considered.
• Excellent organizational and multitasking abilities.
• Associate degree or at least two years’ related experience/training.
• Basic physical activity, including lifting and carrying office supplies, is required.
• Strong interpersonal skills with a professional demeanor.
• Experience in customer service, event coordination, or administrative roles.
• Ability to work independently and maintain attention to detail.
• Demonstrated ability to maintain confidentiality and professionalism.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment.

Benefits

• Well-Being: mental health care, culture committees, wellness program, charitable giving match.
• Investing in Your Future Growth: specialized training, continuing education, professional licensing, intern development programs, University of Parkhill.
• Life Balance: hybrid/flexible work schedules, flexible work environment, generous PTO, paid holidays.
• Competitive Benefits: Multiple health plan options, FSA for dependent care, HSA contributions, employer 401k contribution, employer-paid basic life, short/long term disability coverage, performance bonuses.

Training + Development

Interview process

Visa Sponsorship

Security clearance