Lead Service Specialist

The Lead Service Specialist position will be a highly visible point of contact to our internal and external guests in the Pittsburgh office and will provide a warm and welcoming office experience. This role will uphold the client's values and will work closely with the remote Office Manager to ensure the office operates efficiently and in excellence on a daily basis while consistently providing the highest level of customer service.

For a complete understanding of this opportunity, and what will be required to be a successful applicant, read on.

Schedule: Monday - Friday (8:00-5:00pm)

Key Responsibilities

Office and facility management

• Manage relationships with building management, security, engineering and outside vendors in collaboration with Office Manager.
• Manage facilities matters in collaboration with Office Manager

Visitors / Vendors

• Communicate with building security to notify of upcoming visitors.
• Provide a warm welcome to all visitors and announce their arrival to appropriate person(s).
• Monitor video surveillance for freight elevator and front door access.
• Validate visitor parking for clients or prospects and record for reconciliation charges when approved.

Conference Room / Personal Space Reservations

• Heavily utilize internal reservation system for conference room and personal space reservations.
• Assist customers with scheduling needs / conflicts, and reservation requests.
• Coordinate with the building concierge to reserve building conference room space when necessary and track in shared spreadsheet on Teams.

Catering Orders

• Place all catering orders for the office while adhering to firm guidelines.
• Track all catering orders on shared Teams site.
• Communicate and confirm all catering orders with client.
• Assist with set-up and tear-down for all office catering.

Meetings

• Prepare for meeting set-up; communicate with organizer if unclear.
• Set-up catering per requests, including chafing dishes, etc. if needed.
• Collaborate with team to ensure clear communication.

Office Access Badges

• Maintain (issue and track) office badges for new colleagues through internal security program.
• Work with building security to provide new colleagues access to our building and to request additional building access badges to replenish supply.
• Monthly scrub of building access list to remove former colleagues from their system.
• Activate/Deactivate visitor office badges and track.

Office - General

• Provide quick responses to our client's printing needs and deliver within a timely manner.
• Submit maintenance requests through building portal when needed.
• Assist with the upkeep of our conference rooms.
• Check all conference rooms to ensure they are ready for first meetings of the day, i.e., tables may need to be cleaned, chairs pushed in, shades open, etc.
• Pick-up from the night before in CRs and common areas
• Assist with the upkeep and cleanliness of all shared space in the office with team members when needed.
• Assist the office manager with event planning and coordination as needed.
• Assist teams with special projects

Order Office Supplies (Including Kitchen, Snacks, Sundries)

• Monitor and support the Office Manager with any ordering needs for office supplies, café supplies, office snacks, beverages, etc.

Process Mail Daily

• Process and distribute incoming and outgoing mail, including preparing and sending packages via USPS, FedEx, and UPS.
• Communicate deliveries as appropriate.
• Process Certified Mail as needed; occasionally make trips to post office.

Qualifications:

• Proficient in MS Office
• Solid written and verbal communication skills.
• Strong customer service skills.
• Ability to be resourceful and proactive.
• Excellent organizational skills
• Ability to prioritize tasks. xhyhwjd
• Regularly required to be on feet for extended period of time, stoop, kneel, bend, crouch and lift up to 25 pounds.