Senior Office Services Specialist

Alliant Insurance Services; Chicago (IL); On-site; USD 52,000 - 72,000; Full time

Job summary

Alliant Insurance Services seeks an Office Operations Specialist to support day-to-day administrative, facilities, and workplace operations.

You will independently prioritize needs, manage high-volume print production on Xerox Versant 280, coordinate vendors, access control, mail, and office logistics.

This role requires a high school diploma, 4+ years in office services, excellent communication, and the ability to work with cross-functional teams in a fast-paced Chicago environment.

Qualifications

• High school diploma or equivalent; 4+ years in office services.
• Experience operating Xerox Versant 280 Press in high-volume env.
• Strong communication and organizational skills with proactive problem-solving.

Responsibilities

• Prioritize office operations and coordinate daily tasks.
• Manage high-volume print production and ensure deadlines.
• Order supplies, liaise with vendors, and maintain office readiness.
• Assist with conferences, events, and mail handling.
• Support office leadership with administrative tasks.
• Serve as liaison with building management and security.
• Maintain conference rooms and setup for new hires.
• Provide general administrative support to staff.

Skills

Communication

Teamwork

Customer service

Time management

MS Office

Xerox troubleshooting

Education

High School Diploma

4+ years office services experience

Tools

Xerox Versant 280 Press

Job description

SUMMARY

Responsible for supporting the day-to-day operations of the office by providing administrative, facilities, and workplace operations support. Serves as the primary office operations resource, independently prioritizing operational needs, resolving day-to-day workplace issues, coordinating building operations, vendor relationships, office readiness, and high-volume printing and production while ensuring the office operates efficiently and effectively.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Independently prioritizes multiple operational responsibilities and recommends process improvements to support efficient day-to-day office operations.
• Manages and prioritizes high-volume print production using the Xerox Versant 280 Press, including print job setup, production, finishing, assembly, and distribution of employee benefits and client-facing materials to meet critical client and business deadlines.
• Monitors and orders office supplies, coffee service items, toner, paper, and other workplace necessities, and coordinates with vendors regarding office supplies and equipment.
• Serves as a liaison between building and management and the company regarding office operations and facilities matters.
• Coordinates employee building access and badge administration, serving as the primary liaison with building management and security.
• Reports all issues within our facility to building management, works with security for special access, changes within the company and alert the building of any security concerns.
• Maintains conference rooms, common areas, and overall office readiness to ensure a professional workplace environment.
• Coordinates the setup of all new hires to ensure desks are clean and set up with basic supplies.
• Coordinates the maintenance and service of office equipment, including copiers, printers, and other workplace equipment.
• Assists with office events, meetings, and office logistics as needed.
• Receives and distributes incoming mail and packages.
• Welcomes and assists office visitors and guests.
• Provides general administrative support to office leadership and staff.
• Other duties as assigned.

QUALIFICATIONS

EDUCATION / EXPERIENCE

• High school diploma or equivalent combination of education and experience
• Four (4) or more years experience in a general office services function
• Hands-on experience operating a Xerox Versant 280 Press in a high-volume print production environment, including print job setup, production, finishing, and basic troubleshooting

SKILLS

• Good communication skills
• Ability to work within a team and to foster teamwork
• Good customer service skills
• Ability to plan, organize and prioritize own workload and that of others
• Basic experience using Microsoft Office products
• Proficiency operating Xerox production printing equipment and performing routine troubleshooting

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