Office Assistant

Office Services Coordinator

The Office Services Coordinator serves as the first point of contact for clients, visitors, and employees while ensuring the smooth day-to-day operation of the office. This role is responsible for front desk reception, mail and package processing, facilities support, office supply management, document services, and maintaining a professional, organized workplace environment. The ideal candidate is highly organized, service-oriented, and able to manage multiple priorities in a fast-paced setting.

Reception & Client Services

• Greet and assist clients, visitors, and employees in a professional and welcoming manner.
• Serve as the primary front desk contact for office visitors and deliveries.
• Coordinate client and meeting support activities as needed.

Mail, Shipping & Document Management

• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Process and track outgoing mail and shipments, including Federal Express, UPS, certified mail, and courier services.
• Retrieve, log, and distribute incoming faxes and other correspondence.
• Scan and distribute incoming paper documents to staff and clients.
• Upload and organize documents within paperless document management systems.
• Create and maintain client files, ensuring accurate organization and record retention in accordance with firm standards.
• Archive client files and records as required.

Office Operations & Facilities Support

• Maintain inventory levels and coordinate ordering, stocking, and distribution of office, janitorial, and kitchen supplies.
• Monitor and perform basic maintenance of office equipment, including copiers and coffee machines, and coordinate third-party service when necessary.
• Prepare, organize, and maintain conference rooms for meetings and events.
• Assist with general facilities tasks, including light maintenance, dishwasher loading/unloading, and maintaining clean and organized common areas.
• Coordinate with building management and vendors regarding office maintenance needs.
• Oversee the general appearance and upkeep of office and caf areas.

Administrative & Employee Support

• Assist with employee access needs, including ID badges and access cards.
• Coordinate parking arrangements and ensure client parking requirements are met.
• Prepare documents for distribution, including copying, collating, binding, and quality review.
• Support workplace hoteling initiatives by securely storing employee files and supplies.
• Order and coordinate catering or lunches for meetings and events.
• Partner with Executive Administrative Assistants to support meetings, client visits, and special projects.
• Perform additional duties and special projects as assigned.

Qualifications

Education

• High School Diploma, GED, or equivalent required.

Experience

• Minimum of one (1) year of experience in office services, facilities support, administrative operations, or a related role required.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Skills & Competencies

• Excellent verbal and written communication skills.
• Professional demeanor with a polished and customer-focused approach to client interactions.
• Strong interpersonal skills with the ability to communicate effectively with diverse audiences.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities and work independently or collaboratively within a team environment.
• Demonstrated ability to thrive in a deadline-driven, fast-paced workplace.
• Strong problem-solving skills and a proactive approach to office support and facilities management.

Work Environment

• This position is fully onsite and requires work to be performed at one or more office locations.