Reprographics Associate 560353 $28-$30

As a Lead Office Service Associate, you will be responsible for managing a team of office service associates, ensuring the timely completion of tasks, and providing exceptional support to all employees. Your primary focus will be on maintaining a clean, organized, and professional office environment while delivering top-notch customer service. The ideal candidate has excellent leadership skills, a keen attention to detail, and a customer-centric mindset. This role reports to the Client Relations Manager or the Client Relations Director.

Essential Job Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Each core function will outline the percentage of time and frequency the task is performed.

Categories Essential Job Functions Lead Office Services Associate

Team Supervision & Coordination • Lead, train, and supervise the office service team to ensure smooth and efficient operations of office services.

• Assign tasks and responsibilities to team members, distributing workload effectively and ensuring tasks are completed on time.
• Conduct regular performance evaluations, providing constructive feedback, and recognizing outstanding performance.
• Foster a positive team culture, promoting collaboration, and encouraging continuous improvement within the office service team.

15%

Office Maintenance & Organization

• Take responsibility for the overall maintenance and organization of the office space, ensuring it is clean, presentable, and professional.
• Monitor and manage office supplies, stationery, pantry items, and other essential resources, restocking as needed to support daily operations.
• Coordinate with janitorial staff and maintenance personnel to schedule cleaning and upkeep tasks, maintaining a comfortable and welcoming environment for employees and visitors alike.
• Implement effective organizational systems, such as document filing and storage, to enhance office efficiency and accessibility. 15%

Customer Service & Support

• Provide exceptional customer service to all employees, responding promptly and courteously to inquiries, requests, and concerns related to office services.
• Act as the primary point of contact for office-related issues, demonstrating problem-solving skills and effective communication to address and resolve various concerns.
• Proactively identify opportunities to improve office services and streamline processes, incorporating feedback from employees to enhance the overall office experience. 20%

Vendor Management • Liaise with external vendors and service providers to ensure the timely delivery of contracted services, such as janitorial, maintenance, and office equipment.

• Maintain vendor relationships, negotiating contracts and service level agreements to optimize service quality and cost-effectiveness.
• Evaluate vendor performance regularly, addressing any issues or discrepancies to ensure service standards are consistently met or exceeded. 10%

Office Events & Logistics • Assist in planning and coordinating office events, meetings, and conferences, ensuring that all logistical aspects, such as room setup, catering, and audio-visual requirements, are well-organized and executed.

• Collaborate with various departments to facilitate event logistics, providing support and resources to ensure successful event outcomes.
• Prepare meeting rooms, presentation materials, and other necessary resources in advance, contributing to seamless event execution and positive attendee experiences. 15%

Training • Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role of a Lead Office Services Associate 5%

Position Requirements/Experience/ Education:

• High school diploma or equivalent, college degree preferred
• 2-3 years of experience
• Ability to understand client inquiries and provide effective responses
• Experience in using Microsoft Office products and applications
• Understands the importance of delivering added value to clients
• Team player who can keep a positive attitude, motivate peers, and build relationships
• Ability to maintain confidentiality and security of any client information
• Displays a pleasant and cheerful disposition at all times

Competencies:

• Client first mentality
• Demonstrates accuracy and attention to detail
• Detail orientated with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changing
• Solid decision-making skills within the scope of the position
• Ability to meet deadlines and work under pressure
• Good verbal and written communication skills
• Ability to use technology
• Prioritizing, flexibility, adaptability