Office Services Administrator

Lockwood Andrews & Newnam•Dallas, TX

8d•Onsite

About The Position

Responsible for all office services for the local office and provides remote support for other offices as assigned. Functions include, but are not limited to reception, facilities, meals and events, office administration, and culture building. At times, sensitivity to confidential matters will be required. This position works in the office from the physical workspace 100% of working hours. Regular hours are determined by the specific business needs of the office but are generally 8:00am – 5:00pm daily, Monday – Friday. There will be an occasional requirement to come in early and/or stay late based on needs.

Requirements

Attention to detail while also holding the ability to multi-task
Comfortable working with all employee levels
Strong and proactive communicator both upward and downward
Excellent time management skills
Experience working in a team environment with collaboration
Ability to use sound judgement to make decisions within scope of responsibilities
Solution oriented mindset
Passion for creating an employee focused work environment
Flexible attitude with the ability to pivot as needed
Comfortable and proficient with technology
Minimum of 3 years’ experience in office services

Responsibilities

Reception Serves as an ambassador of the LAN brand and the Client’s first impression of the Company.
Answer incoming phone calls for local and assigned offices, provide coverage for other team members during breaks and time off
Greet and provide hospitality to guests and vendors; ensure the lobby is ready to host guests
Ensure all guests register through the firm visitor log; escalate any issues to IT
Provide information and coordinate parking for guests
Receive/retrieve and distribute all incoming mail and packages
Act as point person to ship out any packages for the office
Facilities Responsible for opening/closing the office - make coffee, coffee bar maintenance, empty dishwasher, stock kitchens/lounges/supply rooms, start up appliances and printers
Keep office tidy, coordinate issues with third-party cleaning company as required
Manage conference rooms - booking, set up, maintenance, resolve conflicts
Assist IT as needed with light IT work/server rooms-network room
Clean and maintain kitchen equipment
Ensure refrigerators are regularly cleaned out; communicate with the staff as needed
Assist IT with printer maintenance/ARC relations
Responsible for all property management relations - submit maintenance tickets, access card and building amenity communications
Ensure compliance with all building policies and procedures (security, fire safety, etc)
Maintain and manage inventory for storage space (as applicable)
Update floor plans and office directory
Update emergency plans
Ensure AED equipment is regularly maintained (as applicable)
Meals and Events Submit orders for catering and deliveries
Event management - planning, vendor coordination, comms to staff, budget management, day of execution
Track food restrictions (allergies or other reasons)
Provide full-service meal management, including but not limited to:
Follow up on orders 48 hours and 24 hours prior to event
Send updates to team members, notify of delays
Food and Beverage set up and breakdown
Organize attendance and track costs
Submit invoices and attendance lists to Accounting
Administrative Conduct inventory of office supplies
Coordinate with IT for any desk equipment requests
Tracks the checkout/return of office equipment (Projectors, cameras, laptops, hotspots, etc.)
Organize and track vendor information
Review and track invoices
Create and maintain local office procedures and processes as necessary
Arranges travel as needed
Assist out-of-town guests
Manage office calendar (Events, OOO, Remote Work)
Manage file archiving
Coordinate phone coverage with the team
Assist Office Services team, People Operations and Marketing teams with special projects
Responsible for ordering and restocking supplies, including but not limited to:
Snacks, beverages, and condiments
Plates, cups, napkins, and cutlery
Paper products and cleaning supplies
Office supplies, stationery/branded items, printer/plotter accessories, mailing equipment, business cards
PPE, hard hat stickers and field bags
First Aid
Culture Building Builds a positive culture of responsibility, accountability, and professionalism, while having fun
Communicate to the staff regarding office events/activities and facilities announcements
Manage and track swag for local and assigned offices
Work closely with Studio Leader and Hiring Manager to create an exceptional onboarding experience, including but not limited to:
Coordinate schedule
Set up access cards
Clean and set up desk with basic office supplies and swag
Set up name plates
Order business cards
Set up travel profiles
Assist with scheduling headshots
Assist with offboarding procedures, including but not limited to:
Disable access cards
Break down desk, restock office supplies, and identify personal items; work with People Operations to ship any personal items
Assist with continuing education tasks, including but not limited to:
Licensure maintenance
Certificate of completion
Schedule vendor presentations, CEU Lunch n Learns and happy hours
Schedule library updates
Greet vendors and help with set up