Office Services Assistant

Position Summary:

The Office Services Assistant II supports the Corporate Services Manager by routing incoming phone calls, greeting visitors, handling administrative tasks, facility operations, and logistics coordination. This role ensures the corporate and other office locations run smoothly by supporting safety initiatives, coordinating vendor services, managing logistics for office events and moves, and providing backup assistance to maintain efficient operations.

Responsibilities:

Office Services and Inventory Management

• Route incoming phone calls and greet visitors.
• Proactively monitor and maintain corporate office common areas, including conference rooms, copy rooms, break rooms, restrooms, and other shared spaces, ensuring cleanliness, functionality, and proper stocking of supplies as part of a daily routine.
• Maintain inventory of corporate office supplies, equipment, and provisions, ensuring they are well-stocked and readily available for employees.
• Place orders for office equipment, supplies, and provisions within assigned approval thresholds, escalating requests exceeding those limits to a supervisor for approval.
• Process order requests from all office locations in compliance with company policies and protocols.

Office and Facilities Maintenance

• Ensure common areas maintain a professional appearance and report issues to supervisor or landlord as necessary.
• Perform routine maintenance and minor repairs in corporate office areas, coordinating with a supervisor or external service providers for issues requiring specialized expertise to maintain a safe and functional environment.
• Monitor and manage company-wide portal work orders across office locations, tracking maintenance issues through completion and ensuring compliance with established service and quality standards.

Safety and Security

· Assist in monitoring and supporting the implementation of safety and security protocols, including emergency response plans, alarm systems, and access controls.

· Participate in safety inspections and assessments to help ensure compliance and identify potential risks.

Space Planning and Utilization

· Support efforts to plan and optimize office space to meet organizational needs effectively.

· Assist in coordinating office moves, reconfigurations, and workspace allocations in collaboration with relevant stakeholders.

Environmental Sustainability

• Support and promote sustainable workplace practices, including waste reduction and energy conservation initiatives.
• Assist in managing recycling and waste disposal programs to ensure compliance with environmental goals.

Event and Meeting Coordination

• Assist as needed with visitor needs at the office including greeting, office accommodation, and answering logistics questions. May also assist with travel inquiries as needed.
• Provide support in planning and organizing office events, meetings, and conferences.
• Assist with logistics, including room setup, audiovisual equipment, and catering arrangements.

Documentation and Reporting

• Assist with maintaining records and documentation related to facilities, repairs, and maintenance activities.
• Support the preparation of reports on facilities management and compliance as needed.

Vendor Relations

• Assist in coordinating with vendors and service providers, including contractors, janitorial services, and security personnel.

Support obtaining quotes, reviewing agreements, and ensuring services are delivered in accordance with established expectations.

Qualifications:

• High school diploma or equivalent; associate degree preferred
• 1-3 year’s experience in office services, facilities support, or administrative coordination in a multi-site environment
• Strong organizational skills with attention to detail
• Ability to manage multiple priorities and deadlines
• Excellent communication and interpersonal skills, with the ability to work across multiple locations and teams — internal and external
• Working knowledge of Microsoft Office 365 applications, including Outlook and Word
• Experience with facility management tools a plus
• Familiarity with operating office equipment and basic knowledge of security systems
• Ability to work independently and as part of a team in a fast-paced, professional environment
• Basic knowledge of safety, maintenance, and vendor coordination processes
• Basic understanding of budgeting and cost control
• Problem-solving and decision-making abilities

Sound judgment and the ability to think quickly and act effectively during emergencies

EEO

CoAdvantage is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, national origin, ancestry, citizenship status, age, sex (including pregnancy, childbirth, breast feeding and pregnancy-related medical conditions), gender, gender identity or expression, sexual orientation, marital status, uniform service member and veteran status, disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances.