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Hiring a Contract Office Services Coordinator
Duration: 1 year Assignment temp to perm
Client Location: Washington, DC
Work Schedule: Monday - Friday / 40 Hours Weekly
Pay Rate: $16 Hourly
Benefits: ACA Compliant Medical Insurance
Works under direct supervision, provides routine reception and administrative support to an office. Receives and directs incoming calls and visitors to appropriate personnel. Solves routine issues and escalates accordingly. Assists Concierge in providing general hospitality services and maintaining a client-ready reception area, conference rooms and other common areas. Requests building and/or equipment services as needed. Provides back-up support to Concierge in performing general clerical duties such as distributing and tracking packages, posting mail and arranges messenger services as needed. Troubleshoots for missed deliveries. Schedules and coordinates meetings held within the office to include conference room reservation, equipment needed for meetings and catering. Orders office supplies and other common use items for the office/location. Oversees the proper maintenance of office equipment to include copiers, phone systems and printers (color and B&W). Solves minor equipment problems independently. Oversees the proper maintenance of off-site storage records (tape back-up and hard copy). Provides guidance to Concierge on company document retention policies and procedures. Maintains relationship with vendors that provide services and goods to the office. Assists in the completion of the office Business Continuity plan. Provides notary services as needed. Ensures proper coding of invoices for services or goods for expense tracking purposes. Provides information on brokers and project or listing details for proper expense allocation. Other duties as needed. No formal supervisory responsibilities in this position. Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor. Primary work duties may include: DMG Mail Services • Handling, tracking and sorting of Incoming Mail, Freight and Packages within established timeline. • Receipt and Delivery to designated mail bin locations or desk drops of Inbound General (White) Mail within established timelines. • Operating postage meter and scanning equipment (e-trac) to track all accountable mail • Security Screening of Inbound Mail, Freight and Accountable Mail (may include x-raying or other methods of detecting suspicious items). • Receive, track and deliver Inbound Accountable (FedEx, UPS, DHL, freights, Certified and Registered) Mail. • Collection of Outbound General (White) Mail at scheduled times from dedicated floor mail bins. • Collection of Outbound Accountable (FedEx, UPS, DHL) packages at scheduled times at dedicated floor pick up locations. • Process Outgoing Interoffice mail for shipment within established timeline. • Assist customers with the shipment of freight or packages, may include proper packing of equipment for safe handling. • Consult clients/customers on proper outbound courier and mail service options. • Coordinate requested courier pick-ups with approved courier services Vendors. • Maintain adequate courier shipping supplies inventory by placing orders as necessary. • Maintain a clean and organized service center at all times. • Wear clean, pressed, employer provided business attire, at all times. • Record Volume and metrics data for reporting as required. • Support IFM team as directed. • Other duties as assigned. Convenience Copy/Multifunction Devices • Ensure convenience copiers and MFD’s are working properly via daily inspections. • Maintain accurate central inventory of toner and copy paper for MFD’s and convenience copiers. • Maintain adequate inventory of toner and copy paper near copy devices on office floors. • First line assessment/trouble shooting of device service errors by reviewing service tickets, ordering consumables, changing consumables, clearing jams (no tool repairs). • Liaise with Client technicians/Helpdesk to repair devices • Provide escort to Client technicians in the absence of Security personnel. • Other duties as assigned. Records management • Liaison between records Management Company and client. • Coordinate pick-up and delivery of archived items with records Management Company. • Escort shredding vendor and IFM vendors as needed or required. • Assist with the provisioning of shredding consoles or extra services as required. • May be asked to escort the Shred-it representatives while they collect from the consoles. Office Supplies • Maintain clean and organized dedicated Office supply storage areas. • Place office supply orders through ordering system. • Conduct regular Office supply inventory inspections of designated storage areas. • Manage Office supply inventory to ensure sufficient stock in office space. • Respond to customer requests and inquiries in regards to Office supply availability. • Review files, records and other documents to obtain information to respond to requests. Secondary work duties may include: Reception • Provide concierge and best in class service offerings to our customers and clients. • Answer telephones in a professional manner and accurately direct calls. • Greet clients and customers and verify entry into visitors system. • Maintain organized reception and conference room area. • Input visitors into base building system if required. • Maintain amenity information (i.e. on-site or near amenities, transportation, community retail, organizational information, etc.). • Wear clean, pressed, employer provided business attire, at all times. • Maintain confidentiality. Conference Services • Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc.. • Help with setup/clean up of conference rooms for client meetings and events as needed. • Take timely action on all incoming emails sent to the Conference Services In Box; efficiently monitor and prioritize in-coming email requests; adhere to set procedures for follow through, organization and individual flagging of emails. • Oversee self-service rooms that are managed through EMS system. • Enter all information correctly and completely into the EMS system in order to produce accurate reporting and tracking. • Proactively audit reservations to confirm all required information is present. • Record Volume and metrics data for reporting as required. • Space planning for meetings to ensure efficient utilization of existing meeting rooms. • Conduct daily walkthrough of conference center to ensure space readiness; all bookable spaces are clean and equipment is working; conference room furniture & equipment is accounted for and in working order. • Respond promptly to last minute requests from clients requiring additional porter, catering and equipment; able to contact appropriate department for immediate response. • Manage video conference and coordinate with other locations as needed. • Assist in maintaining pantry areas in a neat and orderly manner. Facilities Management Support • Coordinate and manage facility maintenance and repair services with property management team; assist with coordinating and scheduling of maintenance activities. • Place Helpdesk tickets for subpar space conditions or equipment issues. • Conduct regular facilities inspections as directed by the IFM team. • Act as first responder for facilities related issues as required.
HS Diploma or GED required. Previous Front Desk, Concierge, customer service or other hospitality experience preferred. Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles). Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees. Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages. Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills. Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc. Ability to work flexible work schedules based on business needs.
To Apply for immediate consideration please send resume to Michael Estaris at Michael.Estaris@onboardusa.com and reference job #18-02456 in the Subject Line and indicate the best times to contact you (please include nights and weekends if needed).
**Candidates must complete background and drug screenings before starting any assignment.
On-Board Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.
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