Office Experience Assistant

Office Experience Assistant

Requirements

• 1-2 years in an office environment or equivalent work experience
• Ability to spend significant time walking and standing
• Ability to lift and deliver large packages
• Ability to work within a budget
• Flexibility to work overtime
• Computer literacy required with strong knowledge of Microsoft Word, Excel, PowerPoint

Responsibilities

• Proactively greeting & supporting staff & guests
• Directing them to available open seating/space, making sure it’s adequate and immaculate
• Teaming with reception to reserve & track available shared space
• Being a key resource for our staff & guests
• Providing guidance on available space
• Providing directions & tips for in the office and the surrounding neighborhood
• Implementing concierge service – including catering
• Proactively checking all conference rooms, communal areas, offices and workstations often throughout the day to ensure that all work areas are clean and supplies are fully stocked
• Monitoring housekeeping for both individual and common spaces
• Checking all printers to make sure they are clean and organized; disposing of any client confidential material that has not been picked up in a timely manner
• Monitoring IT equipment in offices & conference rooms and reporting issue as necessary
• Acting as a resource during office repairs, liaising with office experience team, building & vendors as necessary
• Reporting office/space issues and working with the team to address and rectify them
• Monitoring the basic functions of the printers, faxes and copy machines by replacing paper and toner; trouble shooting and calling for repairs when necessary
• Ordering catering and setting up food and beverages for numerous office meetings and events
• Track catering budgets and invoices
• Researching and developing relationships with local caterers
• Ordering supplies and ensuring appropriate supplies are stocked and organized in shared workspaces
• Supporting and implementing the movement of personnel and furnishings, including IT equipment
• Preparing offices and work spaces for new staff members
• Cleaning out offices/spaces promptly when staff members depart or move
• Maintaining office mail supplies, including updating postage meter and postage rates in accordance with the United States Postal Service
• Coordinating mail/package delivery on a daily basis
• Managing the essential functions of Federal Express, UPS, and other courier services and ordering supplies when needed
• Facilitating internal printing and binding jobs
• Maintaining office kitchens, including proactively replenishing all kitchen supplies, food/drinks, etc.
• Heavy lifting required which can include large cases of food and drinks; able to use a step ladder
• Responsible for overall cleanliness and organization of office kitchens during the day. Ensuring proper maintenance of kitchen equipment and disposal of trash.
• Responsible for overall cleanliness and organization of conference rooms and ensuring they have adequate supplies.
• Coordinating with meeting organizers & office experience team to ensure all meeting needs are met, including catering, furniture arrangement, IT and other room set-up
• Good working knowledge of our conference room/meeting technology in order to support basic IT needs along with ability to troubleshoot common user issues.
• Daily coverage of Concierge during lunch, receptionist vacation, and ad hoc breaks
• Providing backup to the other members of the Office experience team as necessary, especially on days with multiple internal events or when other team members are out of office
• Process and submit expenses on a monthly basic

Preferred Qualifications

• Catering experience preferred