Job Title

Office Services Associate (Reception)

Job Description Summary

This position embodies an exceptional customer service experience to the client/colleague/end user in a corporate environment for a global professional services firm. Engage at the appropriate level to support contracted service lines to include Reception duties, mail, print (MFD troubleshooting and maintenance), hospitality, facilities and audio/visual. Pick up and deliver copy jobs, faxes, and packages.

Job Description

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Delivery and pick up USPS and accountable mail (Fed Ex, UPS, DHL, messenger and other incoming packages throughout floors to and from mailroom-Deliver print work as needed
• Process all outgoing USPS and accountable mail
• Keep inventory of all supplies in mail areas-includes USPS and accountable mail
• Assist and notify end users of mail and shipping protocols
• Audit and update mail lists as needed
• Support confidential document shredding in accordance with stated policy
• Arrange and maintain conference rooms for meetings, lunches, and various events
• Maintain inventory of all office supplies (general supplies, paper, toner, etc.)
• Prepare large volume print requests and finishing to colleague specifications
• Quality check all print work to ensure accuracy
• Use of high speed MFD’s (multi-function devices)
• Provide service, colleague support and 1st level maintenance for MFD’s
• Monitor office for facilities related issues such as lights outages, carpet stains, wall damage, etc. and report accordingly
• Ensure pantries have adequate supplies and replenish as needed
• Maintain coffee and ice machines
• Distribute firm wide distributions as needed; desk drops
• Post client signage as requested in designated areas
• Clean and make ready workstations/offices for new hires
• Arrange conference rooms as needed for meetings to include beverage and food set-ups
• Cover reception desk as needed for both breaks and PTO coverage
• Order food for meetings as requested
• Clean conference rooms following meetings
• Collect glass and dishware, load, wash and return items to designated floor locations
• Order vending machine supplies as needed
• Stock vending machines with products as needed
• Clean out refrigerators and microwaves weekly or as needed
• Monitor clean desk policy for compliance
• First level audio/visual equipment check prior to scheduled meeting time, utilize established checklist
• Report issues with audio/visual equipment to ensure quick resolution
• Assist other OSA’s as needed to meet demand
• Work overtime as needed to assist with special projects
• Greet all client employees, candidates, visitors and customers.
• Reinforce client’s badge policy by having all client employees that do not have their access badge to sign in before buzzing them through; additionally, ensure that all clients, visitors, and contractors sign in, show proper ID if needed, and are assigned a visitors badge.
• Contact client employees to announce their visitors so they can be escorted to the proper person/location.
• Book conference rooms for meetings
• Advise visitor which conference room they will be in.
• Make appropriate travel arrangements, when requested (taxi, shuttles or car service to airports, hotels, restaurants, and train station).
• Provide directions to and from the client campus, when needed.
• Answer phones and direct all calls accordingly.
• Inform visitors of where the lavatories are and allow them access through the doors.
• All duties as