Senior On-Site Service Specialist

Office Services Clerk

Position Summary

The Office Services Clerk provides administrative and operational support to ensure the efficient day-to-day functioning of the office. This role is responsible for mailroom operations, courier coordination, boardroom management, parking program administration, reception coverage, coffee station management, and a variety of general office support duties.

Key Responsibilities

Mailroom Operations

• Receive, sort, and distribute incoming mail, packages, and interoffice correspondence.
• Prepare and process outgoing mail, courier shipments, and registered deliveries.
• Maintain accurate records of incoming and outgoing shipments.
• Coordinate deliveries and pickups with internal stakeholders and external vendors.
• Ensure mailroom supplies are stocked and organized.
• Arrange and schedule courier services for local and national shipments.
• Track shipments and resolve delivery issues as required.
• Prepare shipping documentation and labels.
• Maintain relationships with courier providers and ensure service standards are met.

Boardroom Management

• Coordinate and manage boardroom bookings and scheduling.
• Prepare meeting rooms, including furniture setup and technology readiness.
• Ensure boardrooms are clean, organized, and fully stocked with required supplies.
• Coordinate catering and refreshments for meetings upon request.

Parking Program Administration

• Administer employee and visitor parking programs.
• Process parking applications, assignments, and cancellations.
• Maintain accurate parking usage records for reporting.
• Coordinate with building management regarding parking access and availability.
• Respond to employee inquiries related to parking policies and procedures.

Reception Backup

• Provide reception coverage during breaks, absences, and peak periods.
• Greet and direct visitors in a professional and courteous manner.
• Answer, screen, and direct incoming telephone calls.
• Manage visitor sign-in procedures and issue visitor passes as required.
• Support general front desk operations.

Coffee Station Management

• Monitor and maintain office coffee stations and refreshment areas.
• Replenish coffee, tea, supplies, and consumables as required.
• Coordinate orders with vendors and manage inventory levels.
• Ensure kitchen and refreshment areas remain clean and organized.
• Report maintenance issues related to coffee equipment.

 

Qualifications

• High school diploma or equivalent.
• Previous experience in office services, facilities support, administration, or customer service preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office applications.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong customer service orientation and attention to detail.
• Ability to work independently and collaboratively within a team environment.
• Ability to lift 40lbs