Office Services Coordinator

Company Shared Services

Argo and Farm Family are specialty property and casualty insurance brands whose underwriting companies are wholly-owned subsidaries of Clearbrook Holdings Inc. Argo and Farm Family partner with agents and brokers to provide insurance solutions that enable businesses to manage risks with confidence.

Job Description

The Office Services Coordinator acts as an ambassador for Clearbrook by cultivating an inviting and engaging environment for employees and external office visitors, as well as potential clients and customers reaching out by phone. The Office Services Coordinator will deliver exceptional customer service assistance in accordance with our company values, and support leadership with building management needs and vendor relationships.

How You Will Make an Impact:

• Must be able to work on site Monday through Friday from 8:00am - 5:00pm local time.
• Oversee the day-to-day operations of the Springfield office.
• Greets and directs internal and external visitors, providing resources and logistical support upon request.
• Plans, budgets, and executes local office engagement events, including vendor coordination and internal communications.
• Provides support for internal and external executive meetings & planning sessions, supporting catering, facilitation, and other logistical support as needed.
• Monitors and supports access to building and office suite, registering visitors and providing badges to local employees as well as visitors to the broader office portfolio, in adherence to internal security protocols.
• Coordinates the receipt and delivery of packages & vendor services in conjunction with building security.
• Maintains office & breakroom supply stock, placing orders as needed and completing associated payables in a timely manner.
• Leads and maintains internal communications outlets, such as SharePoint pages, VivaEngage (internal social media), email communications, Teams chat, etc.
• Develops and reports on key performance metrics for the department.
• Assists with tracking and completing service requests for all US office locations and remote employees.
• Maintains local conference room calendars and ensures that conference rooms are equipped with facilities and technology resources, as requested by internal customers.
• Maintains a well-organized and fully stocked office environment, resets conferencing rooms after use, and ensures all appliances, desks, and ancillary furniture are operational and in excellent condition.
• Efficiently coordinates office space utilization, including administering Envoy software platform and client utilization.
• Maintains strong working relationships and coordinates with contractors, suppliers, and property managers, including supporting contract negotiations and accounts payable procedures.
• Participates in departmental initiatives to evaluate and improve national vendor relationships.
• Supports and maintains the office Business Continuity Plan and Safety Committee, in cooperation with business unit leaders.
• Provides additional support to and ensures the continuity of the department's essential functions (Mailroom and Reception).
• Supports IT in provisioning and de-provisioning equipment and serves as a liaison to end users and the IT department when IT tickets need to be resolved.
• Aids in troubleshooting IT issues as needed.
• Assist with after-hour vendor visits, as needed.

What We Need:

• High School Diploma or equivalent.
• 3 Years of relevant facilities or office services-related experience.
• 1 Year of experience using a multi-line phone/console system.
• Proficient in Microsoft Word, Excel, and Outlook.
• Experienced in greeting and supporting guests and employees, using proper etiquette and professionalism
• Team spirit, enthusiasm, and ability to cooperate with others to accomplish goals.
• Keyboard skills, minimum 40 wpm
• Strong verbal skills in speech and written communications.
• Multitasking and prioritizing.
• Dependability and ability to work under pressure.
• Attention to detail.

Physical Demands

• Unless otherwise specified below as an essential function of the job, this role generally operates within a standard office environment, requiring the use of a PC and other related office equipment.
• Must be able to move about the workspace to access files, cabinets, office equipment (printer/copier/fax), or observe client settings. Frequently
• Moves equipment/materials across workspace for various needs. Includes activities such as lifting, carrying, pushing and pulling. Frequently
• Must be able to position oneself to install or adjust work-related equipment, including under a work station, desk, client setting, etc. Includes activities such as stooping, kneeling, crouching and crawling. Rarely

PLEASE NOTE:

Applicants must be legally authorized to work in the United States. At this time, we are not able to sponsor or assume sponsorship of employment visas.

If you have a disability under the Americans with Disabilities Act or similar state or local law and you wish to discuss potential reasonable accommodations related to applying for employment with us, please contact our Benefits Department at View phone number on talent.com.

Notice to Recruitment Agencies:
Resumes submitted for this or any other position without prior authorization from Human Resources will be considered unsolicited. BWS and / or its affiliates will not be responsible for any fees associated with unsolicited submissions.

We are an Equal Opportunity Employer. We do not discriminate on the basis of age, ancestry, color, gender, gender expression, gender identity, genetic information, marital status, national origin or citizenship (including language use restrictions), denial of family and medical care leave, disability (mental and physical) , including HIV and AIDS, medical condition (including cancer and genetic characteristics), race, religious creed (including religious dress and grooming practices), sex (including pregnancy, child birth, breastfeeding, and medical conditions related to pregnancy, child birth or breastfeeding), sexual orientation, military or veteran status, or other status protected by laws or regulations in the locations where we operate. We do not tolerate discrimination or harassment based on any of these characteristics.

The collection of your personal information is subject to our HR Privacy Notice

Benefits and Compensation

We offer a competitive compensation package, performance-based incentives, and a comprehensive benefits program-including health, dental, vision, 401(k) with company match, paid time off, and professional development opportunities.