LEAD OFFICE SERVICES ASSOCIATE

About the role

The Lead Office Service Associate plays a crucial role in managing a team of office service associates, ensuring the timely completion of tasks, and providing exceptional support to all employees. The ideal candidate should demonstrate excellent leadership skills, a keen attention to detail, and a customer-centric mindset.

Responsibilities

• Manage a team of office service associates, ensuring the timely completion of tasks.
• Provide exceptional support to all employees.
• Maintain a clean, organized, and professional office environment.
• Ensure the site is tour ready; this includes proper signage, communication board and/or binders updated, and site is neat, clean, and organized.
• Participate in weekly leadership and senior management discussions; articulate results, challenges, and strategies to meet client objectives.
• Build strong client relationships, improve, and maintain customer satisfaction through timely resolution of issues and communicate customer satisfaction results with the firm.
• Perform floor tours and ensure the entire space is in optimal appearance and condition.
• Advocate for the client’s hoteling culture and mobile way of working by supporting guests and visitors who need help securing workspace.
• Verify occupancy of rooms and reclaim unused meeting space as appropriate.
• Work with the facility maintenance team to ensure that the space remains pristine.
• Perform essential mail services functions including but not limited to sorting, distributing interoffice mail, conducting scheduled internal runs, use of postage equipment to meter outgoing mail, prepare specialized outgoing mail (certified, registered), and pickup outgoing mail from designated internal zones.
• Perform essential print services functions including but not limited to copying, quality control checks, maintain record logs, binding, hole punching, and stapling, and non-technical maintenance of copiers.
• Provide quality reproduction of CD/DVD as requested by customer and/or part of an imaging request.
• Monitor all meeting rooms for participants arriving/leaving with scheduled timing, rooms booked that have no show and the correct number of participants booked.
• Ensure additional equipment is returned to its appropriate storage location and secured when not in use or set up for a meeting.
• Set up training and conference rooms to client’s specifications noted in diagrams and special event forms.
• Moving airwalls between training rooms to expand or reduce room size as needed.
• Continuously perform floor tours and ensure the entire space is in optimal appearance and condition.
• Create a warm and welcoming experience for all clients, internal and external.
• Absorb and distribute incoming calls and emails, and assist with scheduling meetings and visiting offices.
• Perform essential facilities functions including but not limited to sanitizing designated areas, building maintenance, stocking supplies, ensuring proper use of signage, and other cleaning requirements.
• Supports maintenance mechanics and facilities staff by performing “handyman” maintenance duties such as, sheet rocking, plastering, putting up cabinets, light carpentry, hanging pictures and setting or maintaining light fixtures.

Qualifications

The ideal candidate should have:

• Excellent leadership skills.
• A keen attention to detail.
• A customer-centric mindset.
• Experience managing a team of office service associates.
• Strong organizational and time management skills.
• Ability to work independently and as part of a team.
• Knowledge of office procedures and protocols.
• Proficiency in Microsoft Office Suite.
• Ability to handle multiple tasks simultaneously.
• Strong communication and interpersonal skills.
• Ability to work flexible hours, including evenings and weekends.

Skills

• Excellent communication and interpersonal skills.
• Strong organizational and time management skills.
• Ability to work independently and as part of a team.
• Knowledge of office procedures and protocols.
• Proficiency in Microsoft Office Suite.
• Ability to handle multiple tasks simultaneously.
• Strong problem-solving and decision-making abilities.
• Ability to work flexible hours, including evenings and weekends.

Benefits

Opensity is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law. Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination. Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.