SUMMARY
The core role of the Office Services Associate is responsible for assisting the on-site supervisor with the efficient handling of all day to day site activities including special events and Firm-wide initiatives, activity reporting and tracking, supply orders, office moves, special request and critical support systems. This role will support various services of the account which include, but are not limited to supporting office facility services, conference room services, reception, hospitality, reprographics, mail services and administrative responsibilities.
QUALIFICATIONS
PRINCIPAL RESPONSIBILITIES
Maintain a clean and aesthetically pleasing office space
Respond expeditiously to all client requests
Provide reception support with breaks, lunches and vacation coverage.
Process purchase/supply orders, as requested or required
Assist with office moves and furniture requests/repairs.
Monitor vendors who arrive on-site
Inventory and stock pantry. Wipe counters and tidy periodically throughout the day
Assist site supervisor with employee, consultant, and vendor onboarding/departure processing, as required. Assist with site orientation.
Support vendor HVAC maintenance (filter replacement, hot/cold troubleshooting, escalation, etc.)
Coordinate Lighting maintenance (lamp replacement, escalation)
Pantry equipment maintenance (coffee machines, m/w, toasters, icemakers, fridges, etc.)
Pantry first aid cabinet inventory & restocking
General facilities support (deliveries, conference room set- up and clean-ups)
Daily facilities maintenance/cleaning inspections & escalation
Backup to other Corporate Services site positions, process copy jobs, binding projects, process incoming and outgoing USPS and Courier packages.
Perform key ops procedures on office reprographic equipment, change toners and troubleshoot problems and place service calls as required.
Stocks paper and other general supplies
Frequently communicate with clients, solve problems, promote a sense of urgency and follow up
Assist in process improvement ideas
Build relationships with end users, manage their perception and expectations
Work on special projects or other assignments as designated by site management.
Ensure proper collection and disposal of confidential waste
Assist Firm objectives to be environmentally responsible
Assist with Firm/sponsored and approved events as appropriate e.g. flu shots, charity promotions
Handle sensitive and/or confidential documents and information responsibly, and with integrity
Monday – Friday 7:30am – 4:30pm (Overtime as needed)
Required Skills
RRD IS AN EEO/AA INCLUDING VETS AND DISABLED EMPLOYER
Required Experience
RRD IS AN EEO/AA INCLUDING VETS AND DISABLED EMPLOYER