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
• Prepare records for off-site warehouse storage following client established procedures and utilizing Iron Mountain connect system.
• Create, edit an update files in file tracking software, specifically File Trail
• Ensure correct process is followed when sending files off site or being stored electronically that is consistent with client policy
• 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

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