Office Services Manager

CropLife America Inc; Arlington (VA); On-site; USD 45,000 - 65,000; Full time

Job summary

A leading organization is seeking an Office and Facilities Coordinator to manage office operations and support facility management tasks. The role requires strong project management skills, excellent communication, and customer service expertise, along with a high school diploma and 3+ years of relevant experience to ensure a smoothly running office environment.

Qualifications

• 3+ years of office/facilities experience required.
• Excellent customer service and communication skills.
• Ability to manage multiple tasks concurrently.

Responsibilities

• Provide support for facility management and office services.
• Manage procurement of office supplies and maintain stock levels.
• Oversee meeting and event logistics and assist with setups.

Skills

Customer service skills

Project management

Communication

Education

High School diploma or GED

Tools

Office equipment

Job description

Description

Position Summary: This role will provide efficient and reliable support for facility management and office operations. Administers day-to-day office services, including the mailroom, office supplies, public office spaces, conference rooms, kitchen, and assists with general purchasing requests.

Responsibilities:

• Backup support for the Receptionist
• Procurement:
  • Manages office supplies and ensures price competitiveness for the association.
  • Maintains an ample stock of regularly used office supplies and replenishes the kitchen, supply cabinets, and conference rooms daily.
• Mail and copy room tasks:
  • Keeps the copy center stocked, organized, and working efficiently.
  • Processes incoming and outgoing US Mail, FedEx, and UPS envelopes and packages.
  • Provides training for equipment use, troubleshoots equipment issues, and requests repairs and maintenance for equipment.
• Meeting and Event Mailing:
  • Oversees meetings, events, and mailings once the staff has packed supplies for events.
  • Assist staff with packing and unpacking for events as needed.
• In-house catering liaison:
  • Assist any employee who is ordering food for a meeting within the suite with the setup and breakdown of the event. This can include setting up the room, meeting caterers as they arrive, and ensuring the food is presented in a professional manner. Also assisting in cleanup and placing food in the kitchen for storage or removal.
• Facility management responsibilities:
  • Monitors all conference rooms, communal areas, workspaces, and equipment to ensure they meet association standards for cleanliness, proper maintenance, and safety.
  • Acts as liaison between the building management company and the association regarding cleanliness, security, and maintenance issues.
  • Assists with administrative onboarding of new hires/interns and executes office preparation.
  • Assists with offboarding and item inventory management when employees leave.
  • Train staff on the use of all administrative office equipment (copiers, alarms, etc.).
  • Coordinate office relocation and setup within the suite.
  • Assists staff in the event of an emergency.

Requirements

Requirements:

• Excellent customer service skills.
• Ability to communicate professionally with all levels of staff, both written and verbal.
• Must be willing to be in the office Monday through Friday during regular working hours. Occasional early mornings and later evenings are required, with notice provided.
• Must have strong project management skills, ability to manage multiple tasks concurrently, and meet deadlines.
• Knowledge of office equipment, including mailroom services, postal regulations, copyright laws, etc.
• Ability to develop and maintain productive relationships with all vendors.
• Ability to stand/sit and move (walking, lifting, pushing, climbing stairs) for extended periods daily.
• Must be able to lift multiple boxes and supplies weighing up to 40 lbs.

Education and Work Experience

• High School diploma or GED required.
• Minimum of 3+ years of office/facilities experience required.