Office Services Coordinator

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

Job summary

Guidehouse Inc. is seeking an Office Services/Facilities Coordinator to manage daily team functions and ensure high-quality services across the office.

You will respond to employee requests, coordinate with IT and vendors, and maintain equipment and supplies to keep the space productive. The role requires 3+ years in Office Services, proficiency with Microsoft Office, and the ability to handle confidential information.

Qualifications

• 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; escalate as needed.

Responsibilities

• Manage day-to-day functions of the Office Services team ensuring service quality.
• Respond to employee requests via email, Teams, or phone promptly and courteously.
• Operate and maintain office equipment and coordinate with IT as needed.
• Coordinate work orders with building management and vendors for maintenance.
• Maintain inventory of office supplies and stock common areas.

Skills

Customer service

Communication

Discretion

Team collaboration

Education

High school diploma

Tools

Microsoft Office Suite

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