Office Services Coordinator

Administrative Support

Provides administrative support to a department or office location. Provides support for reception and guest services, mail services, phone, meeting rooms and location services.

Essential duties and responsibilities:

• Receives and directs incoming calls to appropriate personnel and voicemail.
• Greets and announces clients, applicants and visitors.
• Follows security procedures for recording guests, suppliers and other visitors. Arranges escorts as needed.
• Issues visitor passes and validates parking.
• Assists with scheduling and preparing meeting and conference rooms.
• Coordinates setup of conference/meeting rooms.
• Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition.
• Arranges video and/or web conferencing as needed.
• Coordinates catering for meeting and events.
• Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
• Performs general clerical duties associated with distributing office faxes, packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight and mail.
• Meters mail.
• Arranges messenger service as needed.
• Follows location security procedures for screening inbound deliveries.
• Orders office supplies and other common use items for the location, such as caf supplies, equipment toner, printer paper, freight and shipping supplies etc.
• Maintains neat appearance reception area, conference rooms caf and other common areas.
• Requests building and housekeeping services as needed.
• Periodically inspects common area equipment to ensure good operating condition.
• Arranges equipment service as needed.
• Maintains records and logs of service requests and tracks their status.
• Maintains a file of services including transportation sources, accommodations, and referral contacts.
• May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
• Performs other duties as assigned.

Note:

• Client (S&P global) site address: 421 Fayetteville St. Hours of operation: 8.00 am to 5.00 pm, Monday to Friday, temp position convert to permanent after 90 days (Salary range TBD) HS Diploma or GED required.
• Will this resource be working remote?: Not remote
• Is this a property management role? NO
• Do you have a direct hire requisition opened through client talent acquisition? NO
• Is the hiring manager the same as the timecard approver? YES
• Is this a GWS position? YES
• Do you want the MSP to prescreen candidates prior to release to you? YES
• What is the property ID? 10999
• What is the producer code? N/A
• Is the client reimbursed, non-reimbursed or partially reimbursed? YES
• What is the clients name? SPG
• Supplier intake questions:
• Does this position have the potential to convert to direct? YES, if yes, what is the conversion salary? $42,000
• What is a day in the life like for the person in this role? I attached the roles and responsibilities
• Are there other skills/certifications required that are not listed in the job description? NO
• What are your non-negotiable requirements? Must be on site and vaccinated
• What are 2 or 3 prescreen questions you would like to have the vendor ask the candidates and provide the answers to along with their resume submittals?
• If there are any challenges in shift Monday to Friday, 8.00 am to 5.00 pm
• Must be able to work as directed
• Work shift - what are the work days and hours? Monday to Friday, 8.00 am to 5.00 pm
• Work location is this position onsite or remote?
• If remote, is it fully or partially remote?
• If partially remote, how many days per week will the person be expected to be onsite? 5
• If onsite, what is the onsite address or location code? On site at 421 Fayetteville Street Raleigh, NC
• What are the selling points of the location (if onsite) to attract candidates?
• What is the COVID protocol for the site? Must be vaccinated
• Will the contractor be issued a laptop? YES
• What background investigation package is required for this assignment? Standard
• Is a drug screen required? NO
• If yes, what panel?
• Is there any client specific paperwork required? NO
• FMC (Functional Unit, Managing Office, Client): 240101.901041.MCGRA
• Project ID: 10GCS0266915
• Activity code: LABOR

Additional information:

• Suppliers MUST add the following sentence to ALL external job postings for the client MSP.
• An additional requirement for this role is the ability to comply with COVID-19 health and safety protocols including COVID-19 proof of vaccination when required.
• SUPPLIERS MUST NOT post the following information regarding current COVID protocol on EXTERNAL job postings. This information is for supplier knowledge only.
• Effective 3/28/2022 proof of vaccination or COVID-19 testing is no longer required to access U.S. corporate offices (unless otherwise required by local jurisdiction) or to attend internal or external company-hosted events.
• Effective 3/28/2022 masks are no longer required in US corporate offices, regardless of vaccination status unless otherwise required by local jurisdiction.
• End client sites will continue to follow end client protocol.

Comments for suppliers:

• Rate increase to 27/hr to cover any possible conversion salary of 42k.