Workplace Services Assistant

BRG; United States; On-site; USD 55,000 - 65,000; Full time

Job summary

A leading company in New York is seeking a Workplace Services Assistant to provide essential office operations support. This hands-on role involves maintaining office spaces, managing supplies, and assisting with meetings and events. The ideal candidate should have a strong customer service background, be detail-oriented, and possess excellent organizational skills. Flexibility and the ability to work in a fast-paced environment are crucial. This position offers a competitive salary and the opportunity to contribute to a dynamic team.

Qualifications

• Minimum of three years’ experience in a professional service environment.
• Proficient with office equipment such as copiers and printers.

Responsibilities

• Ensure office common areas are neat and professional.
• Maintain conference rooms and assist with technology troubleshooting.
• Assist in organizing meetings and events.

Skills

Client Service

Problem Solving

Attention to Detail

Organizational Skills

Communication

Technical Savvy

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Job description

Position Summary

The Workplace Services Assistant position will provide office operations support to the New York office. This is a hands-on role providing general administrative and customer service support to internal and external clients. This position reports to the on-site Workplace Services Manager, Office Director(s), and Regional Workplace Services Director.

Job Responsibilities Include the Following:

Common Areas

• Ensure office common areas are neat and professional.
• Serve as liaison with building services regarding common area maintenance such as light bulb replacement.

Conference Rooms

• Maintain conference rooms throughout the office to include resetting after meetings which includes, but not limited to moving tables and chairs, adjusting cables, and replenishing supplies.
• Serve as on-site resource for conference room technology troubleshooting, including being well versed in Microsoft Teams and other video conferencing tools.

Kitchen

• Open pantry areas each morning.
• Ensure pantry areas are clean and stocked with snacks, beverages, and paper goods according to established levels.
• Load, run, and unload dishwashers as needed throughout the day.
• Inventory, order, receive, and stock pantry supplies according to the established levels set by the Workplace Service Manager.
• Inform the office of the refrigerator cleaning according to the schedule established by the Workplace Services Manager.

Office Equipment

• Ensure office equipment is properly maintained; troubleshoot malfunctioning equipment and contact the appropriate vendor for resolution.
• Monitor printers/copiers to ensure adequate supply of paper and toner.

Office Supplies

• Ensure copy rooms and stations are neat and stocked with supplies according to established levels.
• Inventory, order, receive, and stock office supplies according to the established levels set by the Workplace Services Manager.
• Order stationary and branded material as needed.

Office Space

• Set up offices/workstations for onboarding staff
• Set up and reset hoteling spaces daily according to Workplace Services standards.
• Assist with internal office moves as needed.

Mail/Storage/Shredding

• Assist with coordinating outgoing FedEx and courier services.
• Assist with storing and retrieving files from off-site storage
• Assist with coordinating shredding services to include scheduled monthly service visits.

Meetings and Events

• Assist the Workplace Services Manager in organizing meetings and events, including placing orders for regular meetings, arranging catering, and helping with setup and teardown logistics for special events.

Reception Backup

• Provide backup support for Workplace Services Associate lunch break and PTO to include but not limited to front desk coverage, welcoming internal and external clients, entering visitors into building security system, and monitoring security video controls to grant access to secondary floors.

Other

• Understand Emergency Response Plan and monitor the office for compliance.
• Other duties and projects assigned by the Office Director, Workplace Services Manager, or Regional Workplace Services Director.

Qualifications

• High School diploma or equivalent
• Minimum of three years’ experience in a professional service environment, preferably consulting or legal, with an emphasis on customer service.
• Proficient with Microsoft Office Suite and strong background operating all office equipment such as copiers, printers, fax, and postage machines.

Skills

• Provide exceptional client service to visitors, candidates, and employees always with a positive and professional approach.
• Be a creative problem solver, work both independently, and as a member of a team.
• Observant personality with the ability to notice things out of place along with the needs of the office and staff.
• Exhibit strong attention to detail, ensure assignments are completed thoroughly, and effectively manage multiple tasks in a fast-paced, dynamic environment.
• Interact with and maintain open communication and good relations with office personnel, as well as work well and remain calm in pressure situations, such as tight time constraints.
• Strong organizational skills with the ability to manage inventory and maintain the organization of storage spaces.
• Technically savvy with the ability to quickly learn new software systems.
• Flexibility and willingness to occasionally work overtime is required.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to touch, handle, or feel and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to sit and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds.

Candidate must be able to submit verification of his/her legal right to work in the United States, without company sponsorship.

Salary range: $55,000-$65,000

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