Job Description

Lead Office Services & Facilities Associate

Creating Memorable Experiences & Ensuring Seamless Office Operations

As a Lead Office Services & Facilities Associate, you will play a crucial role in ensuring that our office runs smoothly, providing both high-quality service and a top-tier client experience. You’ll oversee daily operations, including kitchen and office supplies, shower rooms, conference rooms, mail management, and overall office upkeep. We're seeking a proactive, detail-oriented individual who thrives in a high-energy, fast-paced environment and has the ability to maintain an impeccable level of service and office organization. You'll be an essential part of our team, acting as a key point of contact for both employees and clients, ensuring their needs are met with efficiency and a touch of hospitality.

Key Responsibilities:

• Deliver Exceptional Client & Employee Experience: Be a key ambassador for our company, offering warm, professional service to all clients and employees, ensuring their needs are met with a high level of care.
• Oversee Office Maintenance & Cleanliness: Ensure that all office areas are well-organized, clean, and well-stocked. This includes kitchens, restrooms, mail rooms, and conference rooms.
• Facilities Management: Regularly inspect and maintain office spaces to address any facility-related issues before they disrupt daily operations. Collaborate with building management and external vendors for repairs and maintenance as needed.
• Inventory & Supply Management: Oversee the ordering, organization, and restocking of office supplies, kitchen snacks, beverages, and conference room materials. Maintain accurate records to ensure all stock levels are adequate and up to date.
• Client-Facing Service & Problem Resolution: Serve as the primary point of contact for all client-facing requests. Be proactive in addressing any inquiries, issues, or concerns, and track responses to ensure timely resolution.
• Conference Room Coordination: Manage the setup, reservation, and maintenance of conference rooms. Ensure rooms are prepared and organized before each meeting or event, including catering and AV needs.
• Support Facilities Requests: Work closely with engineering and facilities teams to address any building-related issues, ensuring that all systems and equipment are running smoothly.
• Mail & Package Handling: Oversee all incoming and outgoing mail, including sorting and distributing interoffice mail. Handle delivery of special packages and ensure timely distribution to the correct individuals or departments.
• Team Collaboration: Support and communicate effectively with multiple teams, including Conference Services, Catering, Audio Visual, and Security, to ensure seamless service delivery and office operation.
• High-Volume Email & Ticket Management: Manage and respond to a high-volume email inbox for various office requests and service tickets, ensuring all issues are captured, prioritized, and addressed.
• Visitor Management: Coordinate the visitor experience, including registering guests and ensuring they are greeted and escorted to their destination with the highest level of professionalism.
• Facilities Reporting & Data Management: Track information related to office maintenance, supplies, and service requests in our database, running end-of-day reports to monitor progress and issues.
• Assist with Special Requests: Be the go-to person for any additional needs or tasks, helping ensure the office runs smoothly and employees have everything they need.

Job Requirements:

• Education & Experience: 3+ years of experience in office services, facilities management, or a similar role. At least 2 years of experience in a client-facing corporate setting. Prior mail services experience required.
• Technical Skills: Proficiency in Outlook and using ticketing systems. Comfortable navigating office technology, including conference room AV setups.
• Professional Demeanor: A “White Glove” hospitality mindset with high energy and a customer-first approach. You will represent the company’s values through excellent service and professional conduct.
• Multitasking & Time Management: Ability to manage multiple tasks at once and prioritize effectively. Strong organizational skills with great attention to detail.
• Communication Skills: Clear and professional communication, both written and verbal. Strong interpersonal skills with the ability to connect with a wide range of individuals.
• Team Player: Ability to work with a diverse team and contribute positively to the office culture, keeping morale high and motivating peers.
• Physical Requirements: Regularly walk throughout the office to perform checks and restock supplies. Must be mobile and able to move around the office space.

Additional Perks & Benefits:

• Competitive salary and benefits package
• Opportunity for career growth in a dynamic, fast-paced environment
• A fun, collaborative team culture
• Flexible schedule with potential for overtime
• Access to a variety of employee perks and wellness programs

If you are a dedicated, service-driven individual with a passion for maintaining smooth office operations, we want to hear from you!

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