Lead Office Services Associate - Mon - Fri 8am-5pm

Williams Lea is hiring for a Lead Office Services Associate for our Menlo Park office to work Monday to Friday 8:00 am to 5:00 pm!

Pay: $22.80 - $24.00/hour

Benefits:

• Various health insurance options & wellness plans (Medical Dental Vision Prescription Drug)
• 401k Retirement Savings Plan Including Employer Match
• Paid Time Off (PTO)
• Life Insurance
• Paid Parental Leave
• Short-term & Long-term Disability
• Healthcare & Dependent Care Flexible Spending Accounts
• Domestic Partner Coverage
• Commuter Benefits
• Legal Assistance
• Employee Assistance Program (EAP)
• Additional Employee Perks and Discounts

The Lead Office Services Associate delivers exceptional customer service for our clients Responsibilities include leading employee(s) and directing workflow for one or more service lines in: reprographics (copy) and mail services in both physical and digital environments intake hospitality facilities audio/visual reception expense processing accounts payable or other back-office (administrative virtual or shared) services or any other Williams Lea service lines as needed.

Job qualifications

• High school diploma or equivalent.
• Minimum of 3 years experience in office services preferably in a legal banking or large corporate environment.
• Experience leading employees in areas of process and policy adherence and time and absence tracking.
• Experience curating workflow in an organized manner to meet deadlines occurring quickly and simultaneously.
• Intermediate computer skills required generally using Microsoft Office.
• Familiar with procedures software and equipment supporting applicable to service lines.
• Ability to cultivate and maintain effective working relationships with clients and team members through excellent professional verbal and written communication skills.
• Attention to detail with emphasis on accuracy and quality.
• Ability to handle sensitive and/or confidential documents and information.
• Capable of demonstrating exemplary work ethics and professionalism at all times; maintains professional demeanor and composure at all customer service interactions.
• Ability to make independent decisions and use problem-solving skills and in line with appropriate standards/procedures.
• Excellent problem-solving skills with the ability and understanding of when to escalate a problem to a supervisory level.
• Must be able to interact effectively with multi-functional and diverse backgrounds in a fast-paced team environment.
• Must be self-motivated with positive can-do attitude.

Job duties

(* denotes an essential function)

• *Conduct time and absence for direct reports including ensuring system accuracy and compliance with timekeeping policies and procedures
• *Communicate with direct reports manager and client on job or deadline issues.
• *Immediately escalate operational problems or issues to Supervisor or Manager.
• *Handle client concerns and be able to problem-solve resolutions in accordance with policies and procedures.
• *Intake jobs by being able to interpret and understand all manners of client request and coordinate workflow within the team prioritizing jobs and delegating duties to associates.
• *Ensure team provides outstanding service to client while building strong customer relationships.
• *Produce required reports on schedule.
• *Assist the team in completing large or more complex jobs (i.e. large numbers of requests or high volumes of incoming/outgoing activities expansive administrative support requests)
• *Conduct and oversee quality assurance process to maintain efficient workflow and assure client satisfaction.
• *Monitor workflow to ensure jobs are completed efficiently accurately and within deadlines.
• *Assess incoming requests selecting the best equipment and/or resources for successful completion
• *Make sure team follows standard operating procedures.
• *Train new employees on policies and procedures.
• Load copiers with paper and toner as needed.
• Maintain all logs and reporting documentation as required.
• Additional duties may include client or manager requests such as setting-up conference rooms with audio/visual equipment and/or furniture configuration mail and messenger services food and beverage services assist with reception coverage manage multiple phone lines and/or visitor check-in support large or complex projects immediate client requests etc.
• Must be able to lift up to 50 lbs. on a regular basis.
• Adhere to Williams Lea policies in addition to client site policies.
• Use equipment and supplies in a cost-efficient manner.

Working conditions

• Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site.
• Ability to work overtime as needed.
• Work is performed in a professional work environment.
• Professional attire required.
• Hazards include working with office machines (copiers faxes scanners bindery equipment paper cutters) and cleaning supplies and toner.
• Must be able to work standing up all or most of the time.

Who we are: In a rapidly changing world the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5200 talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

Were always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century we continue helping businesses thrive in a future driven by digitization and virtualization.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race color creed religion national origin alienage or citizenship status age sex sexual orientation gender identity of expression marital or domestic/civil partnership status disability veteran status genetic information or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.

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