What are the responsibilities and job description for the Administrative/Operations - Office Services Coordinator position at AdientOne Consulting?
Job Description
Job Description
This role must stay within the parameters set forth by the manager. This person will not have a peer on site. Their support peers will be available via teams. There are responsibilities that are being handled by a specific individual, this person must direct people to that individual when requests come in. This person will be ordering supplies, putting away supplies, opening the door for the mail, funneling requests to the appropriate person. They will need to ensure they are staying professional, i.e. cannot be on phone scrolling but could review the intranet site. Need to be able to say no but I will find you a resource. Onsite 5 days a week. This person will be loading and running dishwasher, minor maintenance on coffee machine, wiping down surfaces, changing CO tanks, loading paper into printers, stocking snacks, etc. If they noticed a printer is broken they report it. There will be times when there is nothing to do but this person must be able to be professional in the down town. Business causal dress required. Jeans only on Fridays and must be professional blue.
MUST HAVES : Need intermediate experience with Outlooks and Teams - managing calendars and booking conference rooms. Front facing customer service experience. Open to those with less than 1 year of experience.
SOFT SKILLS : Interpersonal skills, customer service / hospitability background, self-sufficient INTERVIEW PROCESS : 1 video interview
About the Role :
As a CBRE Office Services Coordinator, you will assist with providing administrative support to a small team or department. This job is part of the Office Operations function. They are responsible for providing office support to a client, business function or individual contributor.
What You'll Do :
Schedule and coordinate on-site meetings. This includes reserving conference rooms, ordering equipment, and coordinating catering needs.
Receive and direct incoming calls and visitors to appropriate personnel. Route, sort, and distribute mail.
Order office supplies and other common-use items for the office. Maintain inventories and troubleshoot regarding missed deliveries.
Request building and equipment maintenance services.
Answer common inquiries and respond to complaints from clients, co-workers, and supervisors.
Use existing procedures to solve straightforward problems while having a limited opportunity to exercise discretion.
Impact through clearly defined duties, methods, and tasks described in detail.
Deliver own output by following defined procedures and processes under close supervision and guidance.
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
Ability to write routine reports and correspondence.
Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations.
Ability to solve problems in standard situations.
Requires basic analytical skills. Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc.
Ability to work flexible work schedules based on business needs.
Works under direct supervision, provides routine reception and administrative support to an office.
Receives and directs incoming calls and visitors to appropriate personnel.
Solves routine issues and escalates accordingly.
Provides general hospitality services and maintaining a client-ready reception area, conference rooms and other common areas.
Requests building and / or equipment services as needed.
Provides support to the office performing general clerical duties such as distributing and tracking packages, posting mail and arranges messenger services as needed. Troubleshoots for missed deliveries.
Oversees the proper maintenance of office equipment to include copiers, phone systems and printers (color and B&W).
Solves minor equipment problems independently.
Maintains relationship with vendors that provide services and goods to the office.
Provides notary services as needed.
Ensures proper coding of invoices for services or goods for expense tracking purposes.
Provides information on brokers and project or listing details for proper expense allocation.
Other duties as needed. No formal supervisory responsibilities in this position. Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
What You'll Need :
High School Diploma or GED with up to 2 years of job-related experience.
Previous Front Desk, Concierge, customer service or other hospitality experience preferred. Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles).
Ability to follow basic work routines and standards in the application of work.
Communication skills to exchange straightforward information.
Working knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.
Strong organizational skills with an inquisitive mindset.
Basic math skills. Ability to calculate simple figures such as percentages, discounts, and markups
