Office Services Associate

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Delivery and pick up USPS and accountable mail (Fed Ex, UPS, DHL, messenger and other incoming packages throughout floors to and from mailroom-Deliver print work as needed

• Process all outgoing USPS and accountable mail

• Keep inventory of all supplies in mail areas-includes USPS and accountable mail

• Assist and notify end users of mail and shipping protocols

• Audit and update mail lists as needed

• Support confidential document shredding in accordance with stated policy

• Arrange and maintain conference rooms for meetings, lunches, and various events

• Maintain inventory of all office supplies (general supplies, paper, toner, etc.)

• Prepare large volume print requests and finishing to colleague specifications

• Quality check all print work to ensure accuracy

• Use of high speed MFD’s (multi-function devices)

• Provide service, colleague support and 1st level maintenance for MFD’s

• Monitor office for facilities related issues such as lights outages, carpet stains, wall damage, etc. and report accordingly

• Ensure pantries have adequate supplies and replenish as needed

• Maintain coffee and ice machines

• Distribute firm wide distributions as needed; desk drops

• Post client signage as requested in designated areas

• Clean and make ready workstations/offices for new hires

• Arrange conference rooms as needed for meetings to include beverage and food set-ups

• Cover reception desk as needed for both breaks and PTO coverage

• Order food for meetings as requested

• Clean conference rooms following meetings

• Collect glass and dishware, load, wash and return items to designated floor locations

• Order vending machine supplies as needed

• Stock vending machines with products as needed

• Clean out refrigerators and microwaves weekly or as needed

• Monitor clean desk policy for compliance

• First level audio/visual equipment check prior to scheduled meeting time, utilize established checklist

• Report issues with audio/visual equipment to ensure quick resolution

• Assist other OSA’s as needed to meet demand

• Work overtime as needed to assist with special projects

• All duties as assigned

• Must assist in supporting all service lines in addition to primary role

#INDCWS

JOB REQUIREMENTS & QUALIFICATIONS:

• Able to lift 50-75 lbs.   

• General knowledge of audio/visual equipment     

• High school diploma or equivalent (GED)

• Copier/fax/FedEx/postage machine knowledge

• Basic computer skills

SPECIAL SKILLS:

• Ability to multi-task and prioritize             

• Good interpersonal skills

• Exceptional customer service skills

• Exceptional verbal and written communication skills           

• Exceptional organizational skills              

• Ability to work independently with minimal supervision                       

• Admirable punctuality/attendance record