Office Services Associate

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JOB DUTIES:

  • Reception coverage according to agreed upon schedule, including two 15 minute breaks, lunch coverage, and additional coverage as required
  • Providing water to each conference room throughout the day
  • Wipe down conference room tables as needed
  • Straighten and level chairs in conference room
  • Monitor supplies and request additional supplies from receptionist, as needed
  • Clean all conference rooms daily at the end of the day
  • Provide back-up to receptionist with multiple catering assignments
  • Provide receptionist cover with a single catering assignment
  • Prepare conference rooms in advance of catering assignments by leveling chairs, cleaning tables and credenza, place table cloth(s) as needed, provide additional trash can, and provide/remove additional items as requested by facilities team
  • Breakdown all catered events by cleaning the conference rooms, including removing all food and trash, cleaning the tables and leveling chairs
  • Monitor kitchens for cleanliness throughout the day
  • Operate dishwashers at scheduled times throughout the day, including emptying dishwashers
  • Perform end-of-day kitchen cleaning, including, cleaning the coffee machines, countertops, microwaves and refrigerators; restocking items
  • Faxes distribution
  • Order supplies for all the department
  • Take care of all outgoing mail
  • Mail distribution
  • Load and empty the dishwashers
  • Deliver packages outside of the office as needed
  • Add fund to the postage machine as needed
  • Maintains, all office equipment Fax machine, copier, shedder printer.
  • Internal move relocation
  • Bind presentation books
  • Put all supplies always as they arrived for the production rooms
  • Order toner for every copiers, printers and fax machines
  • Replace toner cartridges
  • Order Supply for postage machine
  • Order UPS, DHL, and FedEx supplies
  • Pick up package outside office for board members

QUALIFICATIONS and EXPERIENCE REQUIRED:

  • Associate Degree preferred, but not required
  • A minimum of 2 years of experience preferred, but not required, ideally within a financial organization
  • Ability to anticipate the needs of the office
  • Professional, high energy, pro-active and personable
  • Ability to work after hours for last minute productions of presentation materials and unexpected facilities issues/support/requests
  • Must be polished and professional in both appearance and demeanor, high energy, pro-active and personable.
  • Ability to work weekends for MACS and facility related projects and jobs.
  • Must have excellent organizational skills, strong work ethics and a flexible and professional attitude
  • Must have the ability to multitask and work without supervision
  • Ability to lift/move up to 50 lbs.
  • Candidates must have working knowledge of MS Office Suite.

IV.  CONDITIONS OF WORK: 

  • Travel to other US offices when needed
  • Overtime is required as needed, usually 0-5 hours per week
  • 0-20% travel required.
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