Office Services Specialist Facilities and Office Services

Why Ryan

• Hybrid Work Options

• AwardWinning Culture

• Generous Personal Time Off (PTO) Benefits

• 14Weeks of 100 Paid Leave for New Parents (Adoption Included)

• Monthly Gym Membership Reimbursement OR Gym Equipment Reimbursement

• Benefits Eligibility Effective Day One

• 401K with Employer Match

• Tuition Reimbursement After One Year of Service

• Fertility Assistance Program

• FourWeek CompanyPaid Sabbatical Eligibility After Five Years of Service

Please note this position requires you to be in office 5 days a week.

Duties and Responsibilities aligned with Key Results:

People

• Coordinates and administers the new hire seating and supply setup kits.
• Ensures name plates are ordered and correctly updated.
• Communicates with property management for resolving landlordrelated service items.

Client

• Performs mailcenter duties including USPS certified mail and business reply mail and maintains accurate receipt and shipping signature logs.
• Delivers outgoing mail to the post office daily.
• Reconciles postage usage and maintains spreadsheets and reports related to postage utilization.
• Maintains resource room equipment providing minor repairs and placement of service calls to vendors as needed; ensures equipment is properly functioning and all consumable supplies are always in stock; and follows up with vendors on service issues.
• Receives and processes office supply and stationery inventory and orders supplies.
• Maintains printer and copier toner inventory ordering restocking and installation process.
• Escorts vendors in facility for deliveries and servicerelated matters.
• Organizes and stocks marketing literature/brochures in resource rooms and provides inventory levels to Marketing for reordering purposes.
• Coordinates office furniture maintenance and key inventory.
• Maintains vendor services for stocking break room supplies such as beverages and kitchen items.
• Performs the setup disassembly and general upkeep of Ryan conference and training rooms.
• Delivers and sets up mobile video conferencing unit for all internal meetings.
• Coordinates offsite records storage program.
• Coordinates copier meter readings and reporting for maintenance billing.
• Processes invoices and validations for visitor parking at Ryan facilities.
• Processes incoming equipment service requests and supply orders.
• Reviews and promptly completes TrackIt Resolution tickets and follows up with customer.

Value

• Ensures that the office space particularly common areas is maintained at a high level of tidiness and conducts daily walkthrough of space during the day to ensure all areas are organized and professional in appearance.
• Ensures conference and training rooms are cleaned and that all furniture and equipment is replaced to its original order after meetings conclude.
• Assists with and participates in fire safety procedures as directed by Facilities Manager.
• Identifies existing and potential issues efficiency bottlenecks and customerservice deficiencies and recommends improvements to better support coworker customers.
• Performs other duties and projects as assigned.

Education and Experience:

Highschool diploma or general equivalency diploma (GED) is required with two to three years office support experience preferred. Customer service experience required.

Other Skills and Abilities:

• Experience handling multiple projects and supporting multiple locations.
• Ability to use discretion and good judgment in prioritizing daily tasks.
• Ability to work effectively with limited supervision.
• Maintains regular attendance.
• Must be detail oriented.
• Above average verbal and written communication skills.
• Mathematic skills including basic algebra.

Computer Skills:

To perform this job successfully an individual must have basic knowledge of Microsoft Word Excel Outlook and Access as well as the ability to use order processing software.

Certificates and Licenses:

Valid drivers license required.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Work Environment:

• Standard indoor working environment and occasional offsite work to handle backup mail duties.
• Regularly required to sit for extended periods of time.
• Frequently required to stand walk and use business equipment daily such as P.C. copier fax telephone etc.
• Must be able to lift carry push or pull up to 50 lbs.
• Position requires regular interaction with employees at all levels of the Firm and interface with external vendors as necessary.
• Independent travel requirement: up to 10.

Equal Opportunity Employer: disability/veteran