Job Title : Office Services Associate
Location : Los Angeles, CA
Job Summary :
As an Office Services Associate , you will play a vital role in ensuring the seamless operation of the office by providing exceptional back-office support, hospitality services, mail handling, and reprographics. You'll be the go-to point of contact for client requests, contributing directly to the overall efficiency of office operations and the satisfaction of all office stakeholders. This position requires an individual who thrives in a dynamic environment and is committed to upholding a professional and welcoming office atmosphere.
Key Responsibilities :
Day-to-Day Account Management (15%)
- Primary Liaison : Serve as the key point of contact between the client and Forrest Solutions, ensuring smooth communication and fostering strong relationships.
- Operational Oversight : Address client requests and inquiries promptly, ensuring high levels of satisfaction and resolving issues quickly.
- Professional Image : Maintain a polished office environment, ensuring signage and communication materials are current and the space remains aesthetically pleasing.
- Leadership Collaboration : Actively contribute to leadership and senior management discussions by providing insightful reports on client needs, challenges, and strategies.
Process & Procedures (10%)
Policy Collaboration : Work with the client to define and implement policies, procedures, and standards that align with their business goals.Performance Monitoring : Track Key Performance Indicators (KPIs) to ensure adherence to service-level agreements (SLAs) and identify opportunities for continuous improvement.Operational Efficiency : Utilize project and change management techniques to drive process improvements in a service-oriented environment.Documentation : Keep the Site Operations Manual / Playbook up to date, ensuring accurate operational procedures.Client Experience & Satisfaction (10%)
Relationship Building : Cultivate lasting relationships with clients by addressing concerns, providing timely resolutions, and ensuring a positive experience.Office Inspections : Regularly inspect the office environment to maintain an inviting and professional atmosphere.Customer Service Excellence : Demonstrate exceptional customer service skills by responding to questions, concerns, and suggestions, and conducting follow-ups for quality assurance.Facilities Management (10%)
Office Moves & Setups : Manage interoffice moves, furniture relocations, and meeting room setups to optimize space and create seamless transitions.Maintenance : Contribute to light facilities maintenance, including sheetrock, plastering, light carpentry, and fixture maintenance.Sanitation & Supplies : Ensure cleanliness and upkeep of the office, replenishing supplies and addressing cleaning needs promptly.Mail Handling (10%)
Mail Sorting & Distribution : Efficiently sort and distribute mail, ensuring timely internal mail runs and proper operation of postage equipment for outgoing mail.Special Mail : Process specialized outgoing mail (e.g., certified, registered) and collect outgoing mail from designated areas.Meeting Support (10%)
Room Oversight : Manage the preparation of meeting rooms, ensuring timely arrival of participants and a fully equipped environment.Print Services (10%)
Print Tasks : Perform printing tasks, including copying, binding, hole punching, stapling, and basic copier maintenance.Reproduction : Accurately reproduce CD / DVD materials as needed for customer requests or imaging projects.Training & Development (5%)
Ongoing Learning : Participate in training programs, including the Cornerstone platform, to continually enhance your skills and stay up to date in your role.Required Qualifications :
Education : High school diploma or equivalent; a college degree is preferred.Experience : Minimum of 1 year of experience in a similar role.Communication Skills : Strong ability to understand and respond to client inquiries effectively.Technical Proficiency : Experience with Microsoft Office products and applications.Client Focus : Understands the importance of delivering added value to clients and maintaining positive relationships.Team Player : Ability to keep a positive attitude, motivate peers, and build strong professional relationships.Confidentiality : Ability to maintain confidentiality and security of client information.Professional Demeanor : A cheerful and pleasant attitude at all times, demonstrating excellent customer service.Competencies :
Client-First Mentality : Always prioritize client satisfaction and relationship building.Attention to Detail : Ensure high levels of accuracy and quality in all tasks.Multitasking Ability : Ability to work in a fast-paced, dynamic environment while managing multiple tasks effectively.Decision Making : Strong decision-making skills within the scope of the position.Communication : Excellent verbal and written communication skills.Technology Savvy : Comfortable using technology to enhance productivity.Adaptability : Ability to prioritize, remain flexible, and adapt to shifting demands.Physical Requirements :
Environmental Demands : Occasional exposure to changes in temperature and other standard office environmental factors.Physical Tasks : Ability to stand, sit, bend, squat, kneel, and engage in general office work including pushing, pulling, and lifting when needed.Manual Dexterity : Regular fine motor skills, including reaching above shoulder level, typing, and using office equipment.Forrest Solutions, Inc. is an equal opportunity employer, welcoming individuals of all backgrounds, experiences, and abilities to apply. We are committed to providing an inclusive work environment where everyone is respected and valued.
