Office Services Coordinator

Title: Office Services Coordinator

Duration: 4 months (Potential for conversion into FTE)

Location: Washington, DC

Working hours: Monday - Friday 7:45am - 5pm with 1 hour lunch.

Pay Rate: $25.91/hr.

About the Role:

As a Client 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:

• Works under direct supervision, provides routine reception and administrative support to an office.
• Receives and directs incoming calls and visitors to appropriate personnel.
• Loading and running dishwasher, minor maintenance on coffee machine, wiping down surfaces, changing CO tanks, loading paper into printers.
• Solves routine issues and escalates accordingly.
• Ability to provide general hospitality services and maintaining a client-ready reception area, conference rooms and other common areas.
• Requests building and/or equipment services as needed.
• Ability to perform general clerical duties such as distributing and tracking packages, posting mail and arranges messenger services as needed. Troubleshoots for missed deliveries
• Schedules and coordinates meetings held within the office to include conference room reservation, equipment needed for meetings and catering.
• Orders office supplies and other common use items for the office/location.
• Oversees the proper maintenance of office equipment to include copiers, phone systems and printers (color and B&W).
• Solves minor equipment problems independently.
• Oversees the proper maintenance of off-site storage records (tape back-up and hard copy).
• Maintains relationship with vendors that provide services and goods to the office.
• 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 required.
• 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 comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
• Ability to ensure cleanliness and organization of common areas and workspaces via regular office walkthroughs.
• Requires basic knowledge of financial terms and principles. 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, Teams, etc.
• Ability to work flexible work schedules based on business needs.

Must haves:

• Need intermediate experience with Outlooks and Teams
• Managing calendars and booking conference rooms.

Soft skills:

• Interpersonal skills, customer service/hospitability background, self-sufficient.

Interview process:

• 1 video interview followed by 1 in person interview.

Physical Requirements:

• The ability to lift up to 40 pounds and perform frequent physical tasks such as setting up meeting rooms, walking through the office space or managing office supplies.
• The ability to stand for extended periods of time.

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com

Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.

California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.

LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.