Office Services Administrator

Description

• Assist Office Services team, People Operations and Marketing teams with special projects
• Responsible for opening/closing the office - make coffee, coffee bar maintenance, empty dishwasher, stock kitchens/lounges/supply rooms, start up appliances and printers
• Arranges travel as needed
• Communicate to the staff regarding office events/activities and facilities announcements
• Manage office calendar (Events, OOO, Remote Work)
• Answer incoming phone calls for local and assigned offices, provide coverage for other team members during breaks and time off
• Act as point person to ship out any packages for the office
• Assist IT with printer maintenance/ARC relations
• Clean and maintain kitchen equipment
• Submit orders for catering and deliveries
• Conduct inventory of office supplies
• Update floor plans and office directory
• Ensure AED equipment is regularly maintained (as applicable)
• Organize and track vendor information
• Provide information and coordinate parking for guests
• Break down desk, restock office supplies, and identify personal items; work with People Operations to ship any personal items
• Schedule vendor presentations, CEU Lunch n Learns and happy hours
• Update emergency plans
• Keep office tidy, coordinate issues with third-party cleaning company as required
• Assist out-of-town guests
• Review and track invoices
• Ensure all guests register through the firm visitor log; escalate any issues to IT
• Manage and track swag for local and assigned offices
• Maintain and manage inventory for storage space (as applicable)
• Receive/retrieve and distribute all incoming mail and packages
• Ensure compliance with all building policies and procedures (security, fire safety, etc)
• Coordinate phone coverage with the team
• Create and maintain local office procedures and processes as necessary
• Submit invoices and attendance lists to Accounting
• Clean and set up desk with basic office supplies and swag
• Organize attendance and track costs
• Assist IT as needed with light IT work/server rooms-network room
• Responsible for all property management relations - submit maintenance tickets, access card and building amenity communications
• Assist with scheduling headshots
• Set up name plates
• Coordinate with IT for any desk equipment requests
• Manage file archiving
• Serves as an ambassador of the LAN brand and the Client’s first impression of the Company.
• Set up access cards
• Follow up on orders 48 hours and 24 hours prior to event
• Manage conference rooms - booking, set up, maintenance, resolve conflicts
• Food and Beverage set up and breakdown
• Greet and provide hospitality to guests and vendors; ensure the lobby is ready to host guests
• Track food restrictions (allergies or other reasons)
• Greet vendors and help with set up
• Tracks the checkout/return of office equipment (Projectors, cameras, laptops, hotspots, etc.)
• Event management - planning, vendor coordination, comms to staff, budget management, day of execution
• Coordinate schedule
• Ensure refrigerators are regularly cleaned out; communicate with the staff as needed
• Set up travel profiles
• Schedule library updates
• Send updates to team members, notify of delays

Requirements

• Excellent time management skills
• Comfortable working with all employee levels
• Flexible attitude with the ability to pivot as needed
• First Aid
• Minimum of 3 years’ experience in office services
• Certificate of completion
• Ability to use sound judgement to make decisions within scope of responsibilities
• Solution oriented mindset
• Attention to detail while also holding the ability to multi-task
• Comfortable and proficient with technology
• PPE, hard hat stickers and field bags
• Office supplies, stationery/branded items, printer/plotter accessories, mailing equipment, business cards
• Strong and proactive communicator both upward and downward
• Plates, cups, napkins, and cutlery
• Disable access cards
• Experience working in a team environment with collaboration

Benefits

• Paper products and cleaning supplies
• Licensure maintenance
• Snacks, beverages, and condiments
• Order business cards

Training + Development

Interview process

Visa Sponsorship

Security clearance