Office Services Coordinator

US101 Guidehouse Inc.; Arlington (VA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical Insurance

Dental & Vision Insurance

401(k) Plan

Life Insurance

HSA/FSA

Job summary

Guidehouse Inc. in Arlington, VA is seeking an experienced Office Services professional to manage day-to-day facilities and office services operations, ensuring high-quality support for employees and departments.

The role requires 3+ years in Facilities/Office Services and strong MS Office skills. You will coordinate mail, supplies, AV, vendor relations, space moves, and building maintenance, with occasional overtime and lifting up to 50 lbs.

Qualifications

• High school diploma required.
• 3+ years of experience in a Facilities/Office Services role.
• Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Ability to learn new software systems when necessary.
• Discretion and confidentiality required.
• Ability to communicate policy and procedure to employees; escalation to Manager when needed.
• Establish and maintain relationships with internal clients.
• Flexibility in a fast-paced environment; handle unexpected events.
• Sound judgment in decision making and problem solving.

Responsibilities

• Manage day-to-day functions of the Office Services team with focus on quality of services.
• Manage Facilities/OS mailbox and respond promptly.
• Respond to employee requests via email, Teams, phone, or other channels.
• Perform general clerical tasks (printing, file, scan, mailings).
• Operate and maintain office equipment and coordinate with IT for issues.
• Ensure breakroom/café equipment is functional and maintained.
• Coordinate with vendors and schedule maintenance/repairs.
• Receive and distribute mail, packages; lift boxes up to 50 lbs.
• Maintain inventory of office supplies and common areas.
• Report and track repairs; coordinate with building management.

Skills

Microsoft Office

Customer service

Communication

Discretion/Confidentiality

Problem solving

Education

High school diploma

Tools

Peoplesoft

Workday

AgilQuest

C-Cure

Job description

Job Family: Office Services Travel Required: Up to 10% Clearance Required: None

What You Will Do:

• Manage the day-to-day functions of the Office Services team focusing on individual and department services quality.
• Manages Facilities/OS mailbox daily and responds within a reasonable timeframe.
• 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 up to date and available at all times.
• 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
• Streamlines procedures and recommends 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.

• 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

Guidehouse is an Equal Opportunity Employer–Protected 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 1-571-633-1711 or via email at [e-mail].

Guidehouse is a global AI‑led professional services firm delivering advisory, technology, and managed services to the commercial and government sectors. With an integrated business technology approach, Guidehouse drives efficiency and resilience in the healthcare, financial services, energy, infrastructure, and national security markets. Built to help clients across industries outwit complexity, the firm brings together approximately 18,000 professionals to achieve lasting impact and shape a meaningful future. guidehouse.com