Office Operations Specialist - Milwaukee

Job Summary

The Office Operations Specialist plays a critical role in our company’s success, and their strength lies in building deep partnerships with co-workers, customers, partners, vendors, various departments, and Management ensuring that all interactions with the company are uplifting and inclusive. 

As the first person our employees and customers will have contact with, your positive, friendly, and warm greeting puts people at ease and makes them feel welcome. In between assisting visitors and supporting our on-site departments, your day will be fast paced, challenging, and rewarding. This role is made for those with excellent people skills and a passion for positivity. 

 SoftwareOne is an AI‑forward company. We actively use AI across our business to improve productivity, decision‑making, and outcomes - and we are intentional about hiring people who are curious, hands-on, actively apply AI, and lead by example as technology continues to evolve. 

This is an in-person position located in Milwaukee, WI. This role is in-office Monday through Thursday, 8:00AM - 5:00PM working remote on Friday, with some exceptions.

Role & Responsibilities

Front Desk & Administrative Office Responsibilities  

• Greeting visitors and guests professionally and provide assistance as needed. 

• Oversee visitor sign-in procedures. 

• Answering, screening, and directing phone calls. 

• Coordinate meeting room reservations.

• Maintaining shared office supplies and breakroom supplies; and placing orders when needed while keeping expenses within approved budget.

• Track and submit office expenses and breakroom expenses to finance.  

• Oversee receival and sorting of incoming mail and deliveries, delivering mail to appropriate departments, and managing outgoing mail. 

• Manage approved vendor contracts associated with maintaining a safe, secure and pleasing office atmosphere. 

• Manage and Maintain Milwaukee Office Policies & Procedures SharePoint site including Vendor information w/contracts, Landlord points of contact, Building Rules & Regulations, Security systems w/policies & procedures. 

Employee Experience Responsibilities  

• Partner with all local departments to enhance the in-office experience and forge an emotional connection between employees and the brand.  

• Point of Contact for P&C approved employee events including but not limited to office-wide catered lunches, recruitment activities. Communicate and organize necessary details for Milwaukee based employees

• Support onsite events, communications, and encourage Milwaukee FunCo participation. 

• Point of Contact for Revenue Enablement lunch and learns, and NORAM leadership meetings. Communicate and organize necessary details for such meetings in office 

• Point of Contact to assist with reservations at preferred local hotels for employees & visitors not able to access Concur travel. 

• Assist P&C with new hire onboarding and departure activities as requested. 

• Point of contact to document and report all employee emergency situations, including potential Workers Compensation incidents immediately to P&C. 

Department & Vendor Responsibilities  

• Point of Contact to support Partner & Customer meeting host, including but not limited to office access, meeting set up, local catering providers. Track meeting logistics including host name, date/time, number of attendees in. 

• Manage the purge of on-site department files in compliance with each department’s retention and destruction policies. 

Building Services Responsibilities  

• Liaison between Milwaukee landlord and Finance to ensure all Lease, Electrical, CAM and annual reconciliations are within lease terms. 

• Serve as Point of Contact for office badge access/security systems. This includes vendor management, cost management within budget, and employee compliance.

• Manage & document all facility maintenance issues to Landlord and Management as discovered.

• Ensuring federal and local required postings are up to date and displayed.  

• BCDR Plan – responsible for supporting MKE BCDR plan as it relates to Building Services as requested by SWO BCDR Coordinator.