Job Description

Position: Office Services Associate

We are seeking a versatile and dynamic individual to fill a hybrid role as a Hospitality Associate and Mobile Associate , providing exceptional support across multiple client sites. In this role, you will spend 3 days per week (24 hours) at one designated location and the other 2 days (16 hours) as a Mobile Associate , providing vital support to additional sites.

Key Responsibilities:

Mail Services

• Execute daily mail runs, ensuring timely delivery to meet office needs.
• Log and track incoming accountable packages using inbound tracking software.
• Process outgoing USPS, FedEx, UPS, and other accountable shipments within business hours.
• Prepare monthly outgoing mail usage reports categorized by cost codes.
• Maintain an adequate stock of outgoing shipping supplies.
• Manage and track pouch shipments, ensuring accuracy and timely delivery.
• Coordinate with third-party vendors for messenger services and external delivery needs.

Print/Reprographics

• Provide high-quality black-and-white and color copying, printing, and scanning services.
• Offer finishing services, such as binding and document preparation.
• Perform quality control checks on all materials before client delivery.
• Replenish paper stock in copy rooms and printers to ensure readiness.
• Conduct daily checks on equipment to ensure proper function and place service calls when needed.
• Coordinate overflow production and manage scanning services, including indexing and bookmarking.
• Support off-site requests for printing and document services.

Hospitality Services

• Oversee food/snack delivery, conference room setup, and pantry maintenance.
• Handle the setup and breakdown of events, including brewing coffee, loading and emptying dishwashers, and restocking conference rooms.
• Keep kitchens and break rooms tidy and fully stocked.

Reception Services (Backup)

• Monitor the reception desk, greet guests, and direct them to the correct locations.
• Answer and route internal/external calls efficiently.
• Manage visitor access, including creating temporary badges and parking validation.
• Maintain beverage stations and office phone lists, and manage car reservations.
• Assist with emergency communications and coordinate with security as necessary.

Facilities Support

• Maintain office desks and work areas, arranging for services or repairs as needed.
• Conduct service assessments and work with external vendors for necessary repairs.
• Assist with signage and furniture setup for events or employees.
• Manage furniture inventory, including barcoding and regular stocktaking.
• Coordinate office moves, including arranging furniture and personal items for new or existing employees.
• Work closely with building management to address and resolve any maintenance issues.

Supply Services

• Manage office supply inventory, ensuring that general-use supplies are stocked and accessible.
• Order and distribute supplies for various hubs, ensuring seamless operations.
• Process special orders using company-preferred vendors, ensuring all needs are met promptly.

Why Join Us?

This hybrid role offers a unique opportunity to be part of a dynamic team, contributing to the smooth operation of various client sites while enjoying the variety and flexibility of working in both hospitality and support services. Join us to play a key role in delivering high-quality service and maintaining an exceptional office environment!

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