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Office Services Coordinator
The purpose of this position is to perform reception and administrative duties of moderate complexity and difficulty in accordance with the office procedures of an office. May include a combination of answering telephones, typing or word processing, office machine operation, filing and backup support to the Office Services Team.
Essential Duties and Responsibilities
Receives and directs incoming calls and visitors to appropriate personnel. Solves routine issues and escalates accordingly.
Assists Concierge in providing general hospitality services and maintaining a client-ready reception area, conference rooms and other common areas. Requests building and/or equipment services as needed. Assist with event coordination, which may include food/catering coordination, set up and tear down.
Provides back-up support to Office Services Team in performing general clerical duties such as distributing and tracking packages, posting mail and arranges messenger services as needed. Troubleshoots for missed deliveries.
May type, format, proofread, and edit email correspondence and other documents, from notes, using word processing software.
May communicate with internal and external clients to answer questions, disseminate or explain information, take orders, and address complaints.
May manage calendars, and arrange appointments.
May create a wide variety of template, company-sanctioned department materials for office communications and department meetings.
May perform technical duties such as working with multi-media software, setting up Audio Visual equipment, initiating video conferences, or operating phones or the Internet.
May perform a variety of facilities and maintenance duties such as processing work orders for maintenance, coordinating moves, taking inventory and ensuring adequate supplies, or maintaining a warehouse.
May answer telephones, direct calls, and take messages.
May maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
May open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
May compile, copy, sort, and file records of office activities, business transactions, and other activities.
May compute, record, and proofread data and other information, such as records or reports.
May review files, records, and other documents to obtain information to respond to requests.
Other duties as needed.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
HS Diploma or GED required. Previous Front Desk, Concierge, customer service or other hospitality experience preferred. Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles).
CERTIFICATES and/or LICENSES
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc. Ability to work flexible work schedules based on business needs.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.