Office Services Coordinator

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

Benefits offered by this job

Medical, Rx, Dental & Vision Insurance

401(k) Retirement Plan

Life & Disability Insurance

Tuition Reimbursement

Job summary

Guidehouse in Arlington, VA seeks an Office Services Coordinator to manage daily office services, facilities coordination, mail handling, and vendor liaison. Strong MS Office skills and a customer-service mindset are essential.

The role involves light lifting, coordination of supplies, and support for meeting spaces in a fast-paced environment. The candidate will maintain equipment, respond to employee requests, and work with the Office Services team to improve efficiency.

Qualifications

• High school diploma required.
• Three or more years in a Facilities/Office Services role.
• Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Ability to learn new software systems when necessary.

Responsibilities

• Manage day-to-day Office Services functions for quality service.
• Handle Facilities/OS mailbox and respond promptly to requests.
• Perform general clerical work: production, photocopying, filing, scanning, mailings.
• Operate and troubleshoot office equipment and coordinate with IT.
• Ensure breakroom/café equipment is functional; liaise with vendors as needed.
• Receive and distribute mail, packages; lift boxes up to 50 lbs.
• Maintain inventory of office supplies and keep common areas stocked.
• Coordinate repairs and maintenance with building management and vendors.
• Schedule and assist with meeting spaces and setups; assist with food/beverage when applicable.
• Oversee contracted services and ensure contract standards are met.
• Assist with records management and archival/shredding coordination.
• Support Real Estate and Office Lead with moves and clean-outs.

Skills

Customer service

Communication

Problem solving

Time management

Discretion

Education

High school diploma

Tools

Microsoft Office Suite

Outlook

Teams

Word

Excel

PowerPoint

PeopleSoft

Workday

AgilQuest

C-Cure

Job description

## Office Services CoordinatorApply: US - VA, Arlington: Full time: Posted Today: 45195**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.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