Office Services Coordinator

Job Family:

Travel Required:

Clearance Required:

What You Will Do:

Responsible for providing general office services and office operations support. Assist with managing and maintaining office supply inventory. Purchase office supplies as needed and as directed by the Office Manager. Process all mail and packages received in the office. Deliver and distribute all mail and packages internally. Prepare, process and ship all outgoing mail and packages. Complete the required work for all meetings, events, and other happenings including conference room set up prior to the meeting(s) and clean-up after the meeting(s). Responsible for answering the office switchboard/telephone calls and for greeting and processing all visitors to the office. Coordinate creation of office access cards for employees, guests, and vendors as directed and in compliance with Guidehouse Security Policies.

The general office services include but are not limited to:

• Support the day-to-day functions of Office Services (OS) focusing on individual and overall department services quality and execution

• Assist with the management of the OS mailbox daily and respond within a reasonable timeframe as determined by the Office Manager

• Respond to employee requests received by email, Microsoft Teams, or telephone, promptly and courteously, with a customer service focus

• Perform a wide variety of general clerical work, including production, photocopying, filing, scanning, and mailings from inception to completion to a high standard meeting the expectations of the request from a quality and schedule perspective

• Operate and maintain office equipment and troubleshoot with IT as needed, including copier machine(s), binding machine(s), and all other office services types of equipment per existing or future vendor and/or manufacturer contracts and agreements

• Ensure all breakroom/café equipment is functional and maintained and contact vendors as needed when necessary

• Troubleshoot audio visual (AV) equipment for minor issues, such as missing cables, simple hardware connectors, and plug-ins for functional operations - Escalate more complex matters to IT through Help Desk and other set processes

• Receive/distribute/prepare all incoming/outgoing packages, faxes, and mail

• Maintain mail distribution list for each floor

• Maintain inventory of office and Café & Vending supplies and keep common office areas stocked/clean, including copy/supply/mail areas, pantries, conference rooms, and huddle rooms

• Work with Manager/Office Lead to report and track repairs for the office space; respond to requests for office maintenance as needed - Report all required repair and maintenance issues to Real Estate

• Submit work orders to Building Management and schedule maintenance/repairs as needed with Building Management and/or external vendors in conjunction with Real Estate

• Maintain HR/Legal posters displayed in common areas in accordance with guidance provided by HC to meet all required deadlines for posting as well as for  removal

• Coordinate with Office Services Manager/Office Lead to ensure Office Services Manual and Emergency Response Guide are current and available at all times

• Assist with coordination of meeting set-up/breakdown, which may include assistance with food/beverage set-up (where applicable) and clean up

• Complete work required for records management (Iron Mountain or other) requirements and requests including onsite/offsite storage facilitation and coordination of shred bin pick-up service (Iron Mountain)

• Assist with all internal office/cubicle moves and/or clean-out as directed and/or requested

• Perform special projects and other duties, as required

• Ensure that the office is always in “Day One” condition including reviewing workstations and offices for cleanliness and readiness condition; this includes lowering all desks to their standard position, adjusting all desk monitors to a level setting, and completing cable management for the monitors.

• Inspect and review all huddle, meeting and conference rooms for cleanliness and readiness standards including condition of white boards/glassboards, ensuring that the appropriate supplies and equipment are in each room, and a weekly review of all AV equipment

• Coordinate with the Office Manager for work to be completed by the Day Porter

What You Will Need:

• High school diploma required

• Three (3) + years of experience in a Facilities/Offices Services role

• Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel, and PowerPoint)

• Ability to learn new software systems when necessary

Demonstrate ability to

• Act with discretion and maintain complete confidentiality

• Ability to communicate office policy and procedure to all employees in the office; escalates local office issues to Manager to provide resolution on complex issues

• Establish and maintain strong working relationships with internal clients

• Flexibility in a fast-paced environment and when unexpected events occur

• Sound judgment in decision making and problem solving

• Read and interpret written communication

What Would Be Nice To Have:

• Experience in a top-tier professional services firm or in a corporate office/headquarters multi-floor environment

• Experience with Peoplesoft, Workday, AgilQuest, and C-Cure a plus

• Professional and polished demeanor in dealing with all situations

• Takes initiative and works with urgency

• Dependable with strong work values - honest, self-confident, and a positive attitude

• Ability to work overtime as necessary, with prior approval

• Collaborate well with team members, coaching and cross-training within the job area

• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels

• Highly resourceful team-player

• Works under moderate or limited supervision

• Ability to lift boxes up to 50 lbs.

• Brand Ambassador of Guidehouse (the company) and RIISE values

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance

• Personal and Family Sick Time & Company Paid Holidays

• Position may be eligible for a discretionary variable incentive bonus

• Parental Leave and Adoption Assistance

• 401(k) Retirement Plan

• Basic Life & Supplemental Life

• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts

• Short-Term & Long-Term Disability

• Student Loan PayDown

• Tuition Reimbursement, Personal Development & Learning Opportunities

• Skills Development & Certifications

• Employee Referral Program

• Corporate Sponsored Events & Community Outreach

• Emergency Back-Up Childcare Program

• Mobility Stipend

About Guidehouse

Guidehouse is an Equal Opportunity Employer–Protected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at [email protected]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or [email protected].  Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse.  Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.

If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse’s Ethics Hotline. If you want to check the validity of correspondence you have received, please contact [email protected]. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant’s dealings with unauthorized third parties.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.