Office Services Specialist- Phoenix

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Location(s)Phoenix AZ


The Office Services Specialist provides general office services support to staff within the assigned office(s), such as addressing facilities matters and interfacing with the building management and security access companies; provides various office services support to include printing, shipping, purchasing, courier services, property and space management services; assists with office moves; maintains equipment; acquires quotes; and other administrative support, as needed. The Office Services Specialist reports to the Sr. Office Services Manager.

Position Responsibilities

- The Office Services Specialist has several areas of responsibility: Facilities Administration, Office Services & Administrative Support.

- The Office Services Specialist must communicate and coordinate the status of responses to staff requests for assistance with facilities and office services.

- Main person for interface between building management company, security card access provider, and management and staff regarding; office temperature, parking, employee security card access, and repairs.

- Identify and address building maintenance needs e.g., clean carpet stains, repair holes in walls.

- Monitor and respond promptly to staff inter-office communications inquiries/requests to the Office Services Group and keep team members informed.

- Ensure break rooms are clean, stocked, and all equipment is in working order. Work with vendors when necessary.

- Purchase and distribute office and housekeeping supplies.

- Prepare mail and packages appropriately for pickup.

- Operate mailing machine to process outgoing mail, including coordinating shipment, receipt, and distribution of mail as applicable as well as downloading updated shipping rates and replenishing available funds.

- Maintain copiers and other equipment. Performing minor repairs, restocking supplies, troubleshooting, contacting service personnel when repairs need to be conducted.

- Obtain necessary information to address issues and advise management in decisions e.g., solicit bids, identify contractors/vendors.

- Assist with administrative support for internal projects.

- Other duties as assigned.

Position Qualifications

- Associate degree and 3 or more years of related experience

- Standard office practices and procedures

- Shipping processes and delivery options for major shipping vendors USPS, FedEx, UPS, including customs requirements

- Operating copying machinery and equipment

- Operating personal computers, printers, and related software packages e.g., email, Microsoft Office suite

- Excellent written and verbal communication

- Must be Self-motivated, have attention to detail, and be able to work without direct supervision

- Plan, organize, prioritize, and manage workload based on applicable deadlines

- Relate effectively to others and as part of a team

- Work a flexible schedule up to a maximum of 40 hours a week

- Under emergency situations, may need to work occasional Saturdays, early mornings, or evenings

  • 1
  • Negotiable
  • None
  • None
  • Re-97571
  • Permanent
  • 6

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