Office Services Associate $30

Forrest Solutions; San Francisco (CA); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading office solutions provider in San Francisco seeks an Office Services Associate to facilitate smooth office operations. Responsibilities include managing client communications, overseeing office appearance, and ensuring timely mail services. The candidate should have at least 1 year of relevant experience, excellent customer service skills, and proficiency in Microsoft Office. This role offers a supportive environment conducive to professional growth.

Qualifications

• High school diploma or equivalent; college degree preferred.
• Minimum 1 year of experience in a related role.
• Knowledge of Microsoft Office applications.

Responsibilities

• Act as primary liaison between clients and the company.
• Ensure client satisfaction by addressing inquiries effectively.
• Conduct regular inspections to maintain office appearance.
• Facilitate essential mail services and manage meeting rooms.
• Participate in training programs to enhance skills.

Skills

Customer service

Communication

Attention to detail

Team collaboration

Microsoft Office proficiency

Education

High school diploma or equivalent

College degree preferred

Job description

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.

Essential Job Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Each core function will outline the percentage of time and frequency the task is performed.

Categories

Essential Job Functions

Office Service Associate

Day to day Account Management

• Act as the primary liaison between the client and Forrest Solutions, ensuring seamless communication and fostering positive relationships.
• Oversee the day-to-day operational requirements, promptly addressing client requests, inquiries, and issues to ensure unwavering client satisfaction.
• Uphold the professional image of the office by ensuring proper signage, up-to-date communication materials, and an organized and aesthetically pleasing environment.
• Contribute actively to weekly leadership and senior management discussions, providing articulate reports on outcomes, challenges, and strategies to meet client objectives.

15%

Process & Procedures

• Collaborate with the client organization to define robust policies, procedures, standards, and tolls that align with business goals and drive operational excellence.
• Identify and monitor Key Performance Indicators (KPI), ensuring adherence to all Service Level Agreement (SLA) requirements.
• Apply project and change management methodologies to identify and implement process improvement opportunities in a service-oriented environment.
• Regularly update and maintain the Site Operations Manual/Playbook to ensure accurate and comprehensive documentation of operational processes.

10%

Client Experience/ Satisfaction

• Foster enduring client relationships, actively seeking avenues to enhance and sustain high levels of customer satisfaction through prompt and effective issue resolution.
• Conduct regular inspections of the office space to ensure optimal appearance and condition, providing a welcoming and professional environment for all stakeholders.
• Demonstrate attentive customer service by promptly addressing complaints, questions, concerns, and suggestions, while conducting thorough quality assurance follow-ups.
• Extend utmost courtesy and urgency in welcoming and assisting guests, going beyond the front desk to open doors and embodying the highest standards of hospitality.
• Promote and support the client’s hoteling culture and mobile working practices by providing assistance to guests and visitors in securing appropriate workspace, actively managing room occupancy, and liaising with facility maintenance for timely upkeep of the space.

10%

Facilities

• Execute interoffice moves, including furniture relocations and meticulous meeting setups, ensuring seamless transitions and optimized space utilization.
• Contribute to facilities maintenance efforts by proficiently performing various tasks such as sheet rocking, plastering, light carpentry, and light fixture maintenance.
• Prioritize the sanitization of designated areas, upholding building maintenance standards, diligently replenish supplies, ensuring proper signage implementation, and address any cleaning requirements promptly and efficiently.

10%

Mail

• Facilitate essential mail services, encompassing accurate sorting and distribution of interoffice mail, timely execution of internal mail runs, and proficient operation of postage equipment for outgoing mail processing.
• Ensuring the preparation of specialized outgoing mail (e.g., certified registered) and the diligent collection of outgoing mail from designated internal zones

10%

Meeting Support

• Maintain diligent oversight of all meeting rooms, ensuring punctual participant arrivals

10%

Print

• Perform critical print services, including proficient copying, rigorous quality control checks, meticulous record log maintenance, precise binding, hole punching, stapling, and basic copier maintenance.
• Ensure accurate reproduction of CD/DVD materials in response to customer requests or as part of an imaging project.

10%

Training

• Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role.

5%

Position Requirements/Experience/ Education:

• High school diploma or equivalent, college degree preferred
• Minimum 1 year of experience
• Ability to understand client inquiries and provide effective responses
• Experience in using Microsoft Office products and applications
• Understands the importance of delivering added value to clients
• Team player who can keep a positive attitude, motivate peers, and build relationships
• Ability to maintain confidentiality and security of any client information
• Displays a pleasant and cheerful disposition at all times
• Demonstrates accuracy and attention to detail
• Detail orientated with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changing
• Solid decision-making skills within the scope of the position
• Ability to meet deadlines and work under pressure
• Good verbal and written communication skills
• Ability to use technology

Physical Requirements:

Are there specific physical or environmental demands associated with this position? (Mark each activity with frequency level of either “C” constant; “F” frequent; “O” occasional; or “N” never.)

Physical:

__N__ Around moving machinery

__O__ Standing

__O__ Exposed to marked changes in temperature

__O__ Walking

__N__ Exposed to dust, fumes, gases, etc.

__N__ Operates motorized equipment/tools

__N__ Works in confined spaces

__N__ Exposed to electrical wiring

__N__ Works at levels at or above 6 feet

__C__ Kneeling

__O__ Climbing

__C__ Pushing/Pulling

__C__ Reaching above shoulder level

__F__ Speaking

__C__ Hearing

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.