Office Services Administrator

Job Type

Full-time

Description

Responsible for all office services for the local office and provides remote support for other offices as assigned. Functions include, but are not limited to reception, facilities, meals and events, office administration, and culture building. At times, sensitivity to confidential matters will be required.

This position works in the office from the physical workspace 100% of working hours. Regular hours are determined by the specific business needs of the office but are generally 8:00am - 5:00pm daily, Monday - Friday. There will be an occasional requirement to come in early and/or stay late based on needs.

Reception

• Serves as an ambassador of the LAN brand and the Client's first impression of the Company.
• Answer incoming phone calls for local and assigned offices, provide coverage for other team members during breaks and time off
• Greet and provide hospitality to guests and vendors; ensure the lobby is ready to host guests
• Ensure all guests register through the firm visitor log; escalate any issues to IT
• Provide information and coordinate parking for guests
• Receive/retrieve and distribute all incoming mail and packages
• Act as point person to ship out any packages for the office

• Responsible for opening/closing the office - make coffee, coffee bar maintenance, empty dishwasher, stock kitchens/lounges/supply rooms, start up appliances and printers
• Keep office tidy, coordinate issues with third-party cleaning company as required
• Manage conference rooms - booking, set up, maintenance, resolve conflicts
• Assist IT as needed with light IT work/server rooms-network room
• Clean and maintain kitchen equipment
• Ensure refrigerators are regularly cleaned out; communicate with the staff as needed
• Assist IT with printer maintenance/ARC relations
• Responsible for all property management relations - submit maintenance tickets, access card and building amenity communications
• Ensure compliance with all building policies and procedures (security, fire safety, etc)
• Maintain and manage inventory for storage space (as applicable)
• Update floor plans and office directory
• Update emergency plans
• Ensure AED equipment is regularly maintained (as applicable)

• Submit orders for catering and deliveries
• Event management - planning, vendor coordination, comms to staff, budget management, day of execution
• Track food restrictions (allergies or other reasons)

• Follow up on orders 48 hours and 24 hours prior to event
• Send updates to team members, notify of delays
• Food and Beverage set up and breakdown
• Organize attendance and track costs
• Submit invoices and attendance lists to Accounting

• Conduct inventory of office supplies
• Coordinate with IT for any desk equipment requests
• Tracks the checkout/return of office equipment (Projectors, cameras, laptops, hotspots, etc.)
• Organize and track vendor information
• Review and track invoices
• Create and maintain local office procedures and processes as necessary
• Arranges travel as needed
• Assist out-of-town guests
• Manage office calendar (Events, OOO, Remote Work)
• Manage file archiving
• Coordinate phone coverage with the team
• Assist Office Services team, People Operations and Marketing teams with special projects

• Snacks, beverages, and condiments
• Plates, cups, napkins, and cutlery
• Paper products and cleaning supplies
• Office supplies, stationery/branded items, printer/plotter accessories, mailing equipment, business cards
• PPE, hard hat stickers and field bags
• First Aid

• Builds a positive culture of responsibility, accountability, and professionalism, while having fun
• Communicate to the staff regarding office events/activities and facilities announcements
• Manage and track swag for local and assigned offices

• Coordinate schedule
• Set up access cards
• Clean and set up desk with basic office supplies and swag
• Set up name plates
• Order business cards
• Set up travel profiles
• Assist with scheduling headshots

• Disable access cards
• Break down desk, restock office supplies, and identify personal items; work with People Operations to ship any personal items

• Licensure maintenance
• Certificate of completion
• Schedule vendor presentations, CEU Lunch n Learns and happy hours
• Schedule library updates
• Greet vendors and help with set up

• Attention to detail while also holding the ability to multi-task
• Comfortable working with all employee levels
• Strong and proactive communicator both upward and downward
• Excellent time management skills
• Experience working in a team environment with collaboration
• Ability to use sound judgement to make decisions within scope of responsibilities
• Solution oriented mindset
• Passion for creating an employee focused work environment
• Flexible attitude with the ability to pivot as needed
• Comfortable and proficient with technology
• Minimum of 3 years' experience in office services