Lead Office Services Associate

Job Title: Lead Office Services Associate/ Intake Coordinator

Job Type: Full-Time

Pay Rate: $26.00 per hour

Work Schedule:

• 7:00 AM - 4:00 PM or
• 11:00 AM - 8:00 PM ( preferred )

Job Summary

Forrest Solutions provides onsite, outsourced workplace solutions built on proven best practices for managing non-core business functions. The Lead Office Services Associate plays a key role within a financial services environment by serving as the first point of contact for client requests, visitors, and internal stakeholders.

This role is responsible for managing a high-volume email inbox and request queue, scheduling meetings, conducting initial client interactions, and providing front-desk reception services. The Intake Coordinator also supports cross-functional hospitality operations, including conference room setup and breakdown, and collaborates closely with internal teams to ensure seamless service delivery. Exceptional customer service, attention to detail, and adaptability are critical to success in this role.

Essential Job Functions
Client Intake, Scheduling & Request Management

• Manage and monitor a high-volume email inbox and request queue
• Triage, document, and route incoming requests accurately and efficiently
• Conduct initial client interactions or meetings to assess needs and expectations
• Schedule meetings and coordinate logistics using internal scheduling systems
• Track request status and ensure timely follow-up and resolution

Reception & Front Desk Operations

• Provide professional and welcoming reception services for clients and visitors
• Process visitor badges and manage check-in procedures in accordance with security protocols
• Answer and manage incoming phone lines, directing calls appropriately
• Maintain a polished, client-ready front desk environment at all times

Hospitality & Conference Support (Cross-Functional)

• Support hospitality operations across the workplace as needed
• Assist with conference room setup and breakdown, including furniture arrangement and basic logistics
• Coordinate meeting room readiness to ensure spaces are prepared before and after scheduled meetings
• Partner with workplace experience, facilities, and administrative teams to support daily operations

Communication & Coordination

• Serve as a liaison between clients and internal service teams
• Communicate clearly and professionally regarding request status, meeting details, and next steps
• Maintain accurate documentation related to client interactions, schedules, and requests

Required Qualifications
Education & Experience

• High school diploma or equivalent required; college coursework or degree preferred
• Minimum of 1-2 years of experience in intake coordination, customer service, reception, hospitality, or administrative support
• Experience working in a corporate or financial services environment preferred

Skills & Competencies

• Strong written and verbal communication skills
• Exceptional customer service with a client-first mindset
• Ability to manage high-volume workloads with accuracy and attention to detail
• Strong organizational and scheduling skills
• Proficiency in Microsoft Office and comfort using email, scheduling, and queue-based systems
• Ability to multitask, prioritize, and adapt in a fast-paced environment

Core Competencies

• Professional, courteous, and hospitality-driven demeanor
• Strong follow-through and accountability
• Adaptability and problem-solving skills
• Ability to work cross-functionally with multiple teams
• Discretion and ability to maintain confidentiality

Physical Requirements

• Ability to sit or stand for extended periods
• Frequent use of computers, phones, and office equipment
• Ability to lift light items related to conference room setup as needed
• Clear verbal communication in person and over the phone

Disclaimer

This job description is not intended to be an exhaustive list of duties, responsibilities, or qualifications. Responsibilities may evolve based on business needs and organizational requirements.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Internal candidates only: The compensation outlined is applicable for candidates who fully meet the qualifications of the role based on their education and experience. If Forrest Solutions selects an internal candidate who does not meet all requirements, the position title, structure, and compensation may be adjusted accordingly.