Office Services Coordinator

Job Family:

Travel Required:

Clearance Required:

What You Will Do:

The Guidehouse Office Services Team is seeking a new team member to fill the position of Office Services Coordinator. This role involves serving as the initial point of contact for employees clients and guests and representing the organization. Responsibilities include managing front desk operations and assisting with maintenance tasks that support office functions and employee experience. The preferred candidate should demonstrate professionalism maintain a customer service-oriented approach and treat all employees and team members with respect.

• Manage the day-to-day functions of the Office Services team focusing on individual and department services quality.

• Greet and welcomevisitors and direct them to the appropriate person.

• Answering incoming telephone calls determine the purpose of callers and direct phone calls

• Provide exceptional customer service.

• Manages Facilities/OS mailbox daily and responds within a reasonable timeframe.

• Manage conference room reservations

• Respond to employee requests received by email Teams telephone calls or other communication promptly and courteously with a customer service focus.

• Perform a wide variety of general clerical work including production photocopying filing scanning and mailings from inception to completion.

• Operate and maintain a variety of office equipment and troubleshoot with IT as needed including copier machine(s) binding machine(s) facsimile machine per existing vendor and/or manufacturer contracts and agreements.

• Ensure all breakroom/café equipment is functional and maintained. Contact vendors as needed.

• Troubleshoot AV minor equipment issues such as missing cables simple hardware connectors and plug-in for functional operations.

• Receive and distribute all incoming packages faxes and mail; process outgoing mail and overnight packages as necessary; frequent lifting of boxes up to 50 lbs.

• Maintain Mail Distribution List (where applicable)

• Maintain inventory of office supplies break room coffee tea and water supplies and vending items (as appropriate) and keep common office areas stocked with supplies and clean; this includes copy/supply/mail areas pantries conference rooms meeting rooms huddle rooms and all other ancillary meeting spaces.

• Work with Office Services Team Lead (as appropriate) to report and track repairs for the office space; respond to requests for office maintenance as needed in coordination with the Office Lead (where applicable)

• Submit work orders to building management (where applicable) and schedule maintenance/repairs as needed with building management and/or external vendors.

• Coordinate all poster (HR/Legal) displays in common areas and bulk distributions in accordance with deadlines and removal dates.

• Coordinate with Office Lead/Operations Business Partner to ensure Office Services Manual and Emergency Response Guide are always up to date and available.

• Maintain meeting room schedules assist with meeting set-up/breakdown which may include assistance with food/beverage set-up (where applicable) as well as clean up

• Ensure contracted services provided by outside vendors (cleaning services food services etc.) and building services (janitorial parking badging interior and exterior furnishings etc.) are meeting contract standards.

• Assists with records management to include onsite/offsite storage (Iron Mountain) facilitation and coordination of shred bin pick-up service.

• Perform special projects and other duties as required.

• Assist Real Estate and Office Lead (where applicable) with all internal office/cubicle moves and/or clean-out.

• Streamline procedures and recommend improvements for efficiency or effectiveness of service.

• Collaborates well with team members coaching and cross-training within the job area.

• Work overtime if applicable and as necessary with prior approval.

• Works under moderate or limited supervision

What You Will Need:

• High school diploma required

• Three (3) years of experience in a Facilities/Offices Services role

• Proficient in Microsoft Office Suite (Outlook Teams Word Excel and PowerPoint)

• Ability to learn new software systems when necessary

Demonstrate ability to

• Act with discretion and maintain complete confidentiality

• Ability to communicate office policy and procedure to all employees in the office; escalates local office issues to Manager to provide resolution on complex issues

• Establish and maintain strong working relationships with internal clients

• Flexibility in a fast-paced environment and when unexpected events occur

• Sound judgment in decision making and problem solving

• Read and interpret written communication

What Would Be Nice To Have:

• 3 - 5 years in a top-tier professional services firm or in a corporate office/headquarters multi-floor environment

• Experience with Peoplesoft Workday AgilQuest and C-Cure a plus

• Professional and polished demeanor in dealing with all situations

• Takes initiative and works with urgency

• Dependable with strong work values - honest self-confident and a positive attitude

• Ability to work overtime as necessary with prior approval

• Collaborate well with team members coaching and cross-training within the job area

• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels

• Highly resourceful team-player

• Works under moderate or limited supervision

• Ability to lift boxes up to 50 lbs.

• Brand Ambassador of Guidehouse (the company) and RIISE values

What We Offer:

Guidehouse offers a comprehensive total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical Rx Dental & Vision Insurance

• Personal and Family Sick Time & Company Paid Holidays

• Position may be eligible for a discretionary variable incentive bonus

• Parental Leave and Adoption Assistance

• 401(k) Retirement Plan

• Basic Life & Supplemental Life

• Health Savings Account Dental/Vision & Dependent Care Flexible Spending Accounts

• Short-Term & Long-Term Disability

• Student Loan PayDown

• Tuition Reimbursement Personal Development & Learning Opportunities

• Skills Development & Certifications

• Employee Referral Program

• Corporate Sponsored Events & Community Outreach

• Emergency Back-Up Childcare Program

• Mobility Stipend

About Guidehouse

Guidehouse is an Equal Opportunity EmployerProtected Veterans Individuals with Disabilities or any other basis protected by law ordinance or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities or to apply for a position and you require an accommodation please contact Guidehouse Recruiting at 1- or via email at . All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @ or . Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse. Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.

If any person or organization demands money related to a job opportunity with Guidehouse please report the matter to Guidehouses Ethics Hotline. If you want to check the validity of correspondence you have received please contact . Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicants dealings with unauthorized third parties.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.