Office Coordinator

Forrest Solutions LLC; Raleigh (NC); On-site; USD 32,000 - 37,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) retirement plan

Paid Time Off

Job summary

Opensity is seeking an Office Services Associate to ensure smooth daily office operations in Raleigh, NC. You will provide back-office support, hospitality, mail handling, and reprographics, coordinating with security and vendors as needed.

You will manage conference room bookings, process mail, track access badges, and assist with events while maintaining a professional office environment for colleagues and clients.

Qualifications

• Proficient in MS Office and email/calendar tools.
• Strong written and verbal communication skills.
• Excellent organizational abilities and attention to detail.
• Ability to prioritize tasks and manage multiple requests.
• Customer-focused with proactive problem-solving.

Responsibilities

• Provide comprehensive office support including back-office tasks, hospitality, mail handling, and reprographics.
• Manage relationships with building management, security, engineering and vendors with the Office Manager.
• Greet visitors, verify access and coordinate with the appropriate colleagues.
• Schedule and coordinate conference room and personal space reservations.
• Place and track catering orders and assist with set-up/teardown for events.
• Maintain office badges and access permissions with security, and scrub access lists monthly.
• Process daily mail, packages, and special deliveries; handle certified mail as needed.
• Keep common areas, conference rooms, and common spaces clean and stocked throughout the day.
• Assist with event planning and office projects; monitor supplies for café and office spaces.

Skills

Strong customer service

Written and verbal communication

Organizational skills

Prioritization

Tools

MS Office

Job description

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.The Office Services Associate assumes a pivotal role in ensuring the smooth functioning of office operations by delivering comprehensive support services, including back-office support, hospitality, mail handling, and reprographics. Reporting to the Lead Office Services Associate or the Client Relations Manager, this position bears significant responsibility for maintaining a professional and efficient office environment.ResponsibilitiesOffice and facility managementManage relationships with building management, security, engineering and outside vendors in collaboration with Office Manager.Manage facilities matters in collaboration with Office ManagerVisitors / VendorsCommunicate with building security to notify of upcoming visitors.Provide a warm welcome to all visitors and announce their arrival to appropriate person(s).Monitor video surveillance for freight elevator and front door access.Validate visitor parking for clients or prospects and record for reconciliation charges when approved.Conference Room / Personal Space ReservationsHeavily utilize internal reservation system for conference room and personal space reservations.Assist customers with scheduling needs / conflicts, and reservation requests.Coordinate with the building concierge to reserve building conference room space when necessary and track in shared spreadsheet on Teams.Catering OrdersPlace all catering orders for the office while adhering to firm guidelines.Track all catering orders on shared Teams site.Communicate and confirm all catering orders with client.Assist with set-up and tear-down for all office catering.MeetingsPrepare for meeting set-up; communicate with organizer if unclear.Set-up catering per requests, including chafing dishes, etc. if needed.Collaborate with team to ensure clear communication.Office Access BadgesMaintain (issue and track) office badges for new colleagues through internal security program.Work with building security to provide new colleagues access to our building and to request additional building access badges to replenish supply.Monthly scrub of building access list to remove former colleagues from their system.Activate/Deactivate visitor office badges and track.Office - GeneralProvide quick responses to our customer’s requests and complete in a timely manner.Place orders for life events; birth, deaths, illness, etc. as requested, following firm guidelines.Place business card orders following firm guidelines.Coordinate courier requests as needed.Submit maintenance requests through building portal when needed.Assist with the upkeep of our conference rooms.Check all conference rooms to ensure they are ready for first meetings of the day, i.e., tables may need to be cleaned, chairs pushed in, shades open, etc.Pick-up from the night before in CRs and common areasAssist with the upkeep and cleanliness of all shared space in the office with team members when needed.Assist the office manager with event planning and coordination as needed.Assist teams with special projectsOrder Office Supplies (Including Kitchen, Snacks, Sundries)Monitor and order inventory for office, coffee bar and café supplies.Monitor and order office snacks, beverages, etc.Monitor, order, and keep restroom items stocked.Process Mail DailyProcess and distribute incoming and outgoing mail, including preparing and sending packages via USPS, FedEx, and UPS.Communicate deliveries as appropriate.Process Certified Mail as needed; occasionally make trips to post office.Maintain Common Areas DailyEnsure cleanliness of café, tables, all common areas, including surfaces throughout the dayKeep offices and workstations stocked with Kleenexes, paper & pens.Maintain cleanliness of all workspace surfaces including offices and phone booths.Maintain Conference Rooms DailyEnsure all conference rooms are in excellent condition prior to and after meetings; checking reservation schedule throughout the day to ensure follow-up post meetings.Maintain clean screens in all conference rooms and replenish supplies as needed.Report outages or areas needing attention to team via Teams Channel and through other reportable tools.Qualifications & RequirementsProficient in MS OfficeSolid written and verbal communication skills.Strong customer service skills.Ability to be resourceful and proactive.Excellent organizational skillsAbility to prioritize tasks.Regularly required to be on feet for extended period of time, stoop, kneel, bend, crouch and lift up to 25 pounds.The Compensation range for this role is 23.00 to 27.25 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.All eligible employees receive access to a comprehensive benefits package, including:Medical insuranceDental insuranceVision insurance401(k) retirement planPaid Time Off (PTO)Opensity is an Equal Opportunity Employer.We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination.Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.