Office Services Assistant

Kitchen And Administrative Support

Responsible for managing and stocking five kitchens, maintaining accurate inventory records, and ensuring efficient handling of incoming and outgoing mail and deliveries. Provides general administrative and operational support as requested, contributing to a clean, organized, and customer-focused office environment.

Core Responsibilities

Monitor and maintain five kitchens, including coffee machines, supplies, and cleanliness; check each kitchen throughout the day.

Order and restock kitchen supplies; ensure proper storage, labeling, and rotation of inventory items.

Conduct routine inventory counts and update tracking systems.

Receive, sort, and distribute incoming mail; maintain and organize the mailroom and storage areas.

Handle postage needs.

Receive, log, and distribute deliveries; notify recipients and track items.

Assist Administrative Assistants with setup of coffee, water, and light refreshments for meetings, trainings, and assist with lunch catering set-up, as requested.

Provide front-desk relief for two 15-minute breaks and one 60-minute lunch daily; maintain professional visitor greeting, call routing, and lobby appearance during coverage.

Keep copy/print centers in orderly fashion and monitor office supplies on weekly basis.

Stock central print centers with paper as well as executive print room.

Financial and Operational Dimensions/Impact and Decision-making Authority

No budget responsibility.

Works under direct supervision with regular check-ins and guidance from the Facilities Manager.

Follow established procedures; meet defined service-level timelines and deadlines.

Work Relationships

Regular interaction with department team members to coordinate routine tasks and resolve day-to-day issues.

Occasional collaboration with other departments to provide or obtain information, updates, and materials.

Periodic contact with customers and visitors when providing backup reception coverage, ensuring professional and courteous experience.

Job Challenges and Problem Solving

Follow existing procedures and must adhere to established deadlines.

Exercises initiative within guidelines to prioritize tasks, anticipate needs, and resolve routine issues to achieve pre-determined project or assignment goals.

Identifies minor process improvements (e.g., inventory checks, mail routing, vendor follow-ups) and recommends them to the Facilities Manager for review.

Educational Qualification:

High school diploma or equivalent required; additional coursework in office administration a plus.

Relevant Experience:

1+ year of experience in office services, facilities, reception preferred.

Familiar with UPS or FedEx websites.

Ability to lift/move up to 40 lbs.

Excellent organization, attention to detail, and time management; able to follow schedules and deadlines.

Language(s) and Software:

Proficient with MS Outlook, Word, and Excel; comfortable with scanning, postage, and office equipment.

Key Behaviors:

Strong customer service and professional communication (in person and by phone).

Reliable, proactive, and able to handle multiple priorities in a fast-paced environment.

Working Conditions

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 40 pounds. Must use care when lifting office or copy supplies. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.