Office Services Assistant

Job Scope

The Office Services Assistant supports the daily operations of office management by providing general, administrative, accounting and support duties. This includes reception, clerical and light accounting support, handling mail/overnight delivery, ordering and stocking of office and kitchen supplies, and coordinating office equipment maintenance. The Office Services Assistant communicates with internal/external customers and vendors and performs administrative support to other departments as needed. The pay range for the position is 23.95 - $26.34/hourly and the Office Services Assistant is also eligible to participate in the discretionary annual bonus plan. JF Shea offers a competitive benefit package including, PTO, paid holidays, medical, dental, vision, 401K, disability, life insurance.

The Office Services Assistant, as with all Shea team members, is expected to conduct himself/herself in a professional manner that is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policy.

Job Duties

• Provides outstanding customer service to internal/external customers.
• Supports day-to-day operations of office management.
• Provides administrative and clerical support.
• Receives, sorts, stamps, distributes incoming/outgoing mail.
• Orders, stocks, and distributes office and kitchen supplies.
• Processes overnight shipping.
• Processes credit card reconciliations.
• Reviews, reconciles, and processes invoices in an accurate and timely manner. Ensures that proper back-up documents are received, approved, and coded. Submits invoices for approval.
• Assists with coordination of events, set up and clean up.
• Answers incoming telephone calls from internal and external customers. Responds to and directs requests as appropriate.
• Assists with product research, vendor negotiations, bids, and contracts.
• Sets up and maintains vendor files and tracks service agreements and vendor information.
• Maintains office equipment, troubleshoots, and places service calls. Assists in set-up and clean-up of lobby, kitchen, and conference/training rooms for meetings and events.
• Provides reception coverage as needed.
• Heavy lifting is required. This position requires ability to lift up to 50lbs., climbing a step ladder, working with a dolly and continual movement throughout the office.
• Completes special projects and performs other duties as assigned.

Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)

• Effective written and oral communication skills.
• Exceptional customer service skills.
• Time management and organization skills.
• Planning and organizational skills.
• Ability to develop collaborative relationships with associates and vendors.
• Adaptable, high energy and a positive "Can-Do" attitude.
• Ability to work independently.
• Takes initiative.
• Understanding of accounting principles and budget process a plus. Ability to read and interpret numerical information.
• Has experience supporting executives in a professional environment.
• Computer proficient with MS Office.
• Some knowledge of postal /shipping equipment and multi-line phone system preferred.
• High School diploma or equivalent. College degree preferred.

Desired Competencies

• Reliable and punctual
• Ability to work independently
• Planning and organizing skills
• Time management skills
• Customer focus
• Excellent communication skills
• Flexibility/adaptability
• Detail oriented
• Proactive and ability to anticipate needs

Work Environment

The Office Services Assistant works in a professional office environment and interfaces with external/internal customers, vendors, sub-contractors, and tenants on a regular basis. Work hours are usually scheduled from Monday through Friday from 8:00 a.m. - 5:00 p.m. However, the Office Services Assistant should be flexible with availability depending on the needs of the department. The Office Services Assistant will maintain professionalism at all times.

Physical Requirements

While performing the duties of this job, the employee is frequently required to deliver and receive packages, climb step ladder, pull, push cart/dolly. May be required to lift and/or move up to 50 lbs.

Shea Properties is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V