The Office Services Associate plays a vital role in ensuring the seamless operation of daily office functions. This position provides comprehensive support, including back-office assistance, hospitality, mail handling, reprographics, and facilities management. Reporting to the Lead Office Services Associate or Client Relations Manager, the Office Services Associate is entrusted with maintaining a professional and efficient work environment for all stakeholders.
Key Responsibilities :
Client Relations & Account Management (15%)
- Serve as the primary liaison between the client and Forrest Solutions, facilitating effective communication and building strong, positive relationships.
- Oversee day-to-day operational needs, promptly addressing client requests, inquiries, and concerns to ensure exceptional service and client satisfaction.
- Maintain a professional office atmosphere by ensuring signage is correct, communication materials are current, and the environment remains organized and aesthetically appealing.
- Actively contribute to weekly leadership meetings, providing insightful reports on progress, challenges, and strategies to meet client needs and goals.
Process & Procedures (10%)
Collaborate with clients to develop and refine policies, procedures, and standards that align with business objectives and promote operational efficiency.Monitor Key Performance Indicators (KPIs) to ensure adherence to Service Level Agreements (SLAs).Identify opportunities for process improvements and apply project management best practices to enhance service delivery.Maintain the Site Operations Manual / Playbook, ensuring it is up-to-date and accurate.Client Experience & Satisfaction (10%)
Cultivate lasting client relationships by proactively identifying opportunities to enhance satisfaction and resolve issues efficiently.Conduct regular inspections of the office space, ensuring it is always in optimal condition to provide a welcoming, professional environment.Demonstrate superior customer service, addressing client inquiries and concerns with urgency, while performing thorough follow-ups to ensure satisfaction.Facilities & Office Support (10%)
Manage office moves, including furniture relocations and meeting room setups, ensuring smooth transitions and efficient space utilization.Assist with light facility maintenance tasks, such as sheet rocking, light carpentry, and fixture upkeep.Uphold cleanliness and hygiene standards across designated areas and maintain office supplies and signage as needed.Mail & Postal Services (10%)
Manage mail services, including sorting and distributing interoffice mail, executing internal mail runs, and operating postage equipment.Process specialized outgoing mail (e.g., certified or registered) and oversee the collection of outgoing mail from designated areas.Meeting & Event Support (10%)
Ensure meeting rooms are prepared and ready, ensuring smooth operations for client and internal meetings.Print & Reprographics (10%)
Provide printing services including copying, quality control checks, binding, hole punching, and maintaining copier equipment.Reproduce materials, such as CDs and DVDs, to meet client specifications.Training & Development (5%)
Participate in ongoing training to enhance your skills and knowledge of the role, utilizing platforms like Cornerstone to continue professional growth.Position Requirements & Qualifications :
High school diploma or equivalent required; college degree preferred.Minimum 1 year of relevant experience in office services or facilities management.Strong communication skills, both written and verbal, with the ability to handle client inquiries and provide effective solutions.Proficiency in Microsoft Office and related office tools.Team player with a positive attitude, a strong work ethic, and the ability to motivate peers.Excellent organizational skills with attention to detail.Ability to maintain confidentiality and handle sensitive information.Demonstrates a pleasant and professional demeanor at all times.Core Competencies :
Client-first mindset with a focus on delivering exceptional service.Strong attention to detail with the ability to manage multiple tasks in a fast-paced, dynamic environment.Excellent decision-making skills and the ability to prioritize effectively.Adaptable, with the ability to thrive under pressure and meet deadlines.Proficient in using technology and office systems.Physical Requirements :
Ability to stand, walk, bend, kneel, and reach frequently.Ability to sit and use fine finger movements regularly.Occasional lifting and handling of objects, with a focus on manual dexterity.Equal Opportunity Employer :
Forrest Solutions, Inc. is committed to providing equal employment opportunities to all individuals, regardless of race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by local, state, or federal law.
