Office Services Coordinator

Guidehouse • Arlington, VA

8d • Onsite

About The Position

This role manages the day-to-day functions of the Office Services team, focusing on individual and department services quality. The coordinator is responsible for managing the Facilities/OS mailbox daily, responding promptly and courteously to employee requests via various communication channels, and performing general clerical work. This includes operating and maintaining office equipment, ensuring breakroom equipment is functional, troubleshooting minor AV issues, and managing incoming and outgoing mail and packages. The position also involves maintaining inventory of office supplies, keeping common areas stocked and clean, reporting and tracking office repairs, submitting work orders to building management, and coordinating poster displays. Additionally, the role assists with maintaining meeting room schedules, coordinating vendor services, managing records for onsite/offsite storage, performing special projects, and assisting with office moves. The coordinator is expected to streamline procedures, recommend improvements, collaborate with team members through coaching and cross-training, and work overtime if necessary. The role operates under moderate or limited supervision.

Requirements

• 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

Nice To Haves

• 3 - 5 years 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

Responsibilities

• Manage the day-to-day functions of the Office Services team focusing on individual and department services quality.
• Manages Facilities/OS mailbox daily and responds within a reasonable timeframe.
• Respond to employee requests received by email, Teams, telephone calls, or other communication 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.
• Operate and maintain a variety of office equipment and troubleshoot with IT as needed, including copier machine(s), binding machine(s), facsimile machine, per existing vendor and/or manufacturer contracts and agreements.
• Ensure all breakroom/café equipment is functional and maintained. Contact vendors as needed.
• Troubleshoot AV minor equipment issues, such as missing cables, simple hardware connectors, and plug-in for functional operations.
• Receive and distribute all incoming packages, faxes, and mail; process outgoing mail and overnight packages as necessary; frequent lifting of boxes up to 50 lbs.
• Maintain Mail Distribution List (where applicable).
• Maintain inventory of office supplies, break room, coffee, tea, and water supplies, and vending items (as appropriate), and keep common office areas stocked with supplies and clean; this includes copy/supply/mail areas, pantries, conference rooms, meeting rooms, huddle rooms, and all other ancillary meeting spaces.
• Work with Office Services Team Lead (as appropriate) to report and track repairs for the office space; respond to requests for office maintenance as needed in coordination with the Office Lead (where applicable).
• Submit work orders to building management (where applicable) and schedule maintenance/repairs as needed with building management and/or external vendors.
• Coordinate all poster (HR/Legal) displays in common areas and bulk distributions in accordance with deadlines and removal dates.
• Coordinate with Office Lead/Operations Business Partner to ensure Office Services Manual and Emergency Response Guide are up to date and available at all times.
• Maintain meeting room schedules, assist with meeting set-up/breakdown, which may include assistance with food/beverage set-up (where applicable) as well as clean up.
• Ensure contracted services provided by outside vendors (cleaning services, food services, etc.) and building services (janitorial, parking, badging, interior and exterior furnishings, etc.) are meeting contract standards.
• Assists with records management to include onsite/offsite storage (Iron Mountain) facilitation and coordination of shred bin pick-up service.
• Perform special projects and other duties, as required.
• Assist Real Estate and Office Lead (where applicable) with all internal office/cubicle moves and/or clean-out.
• Streamlines procedures and recommends improvements for efficiency or effectiveness of service.
• Collaborates well with team members, coaching and cross-training within the job area.
• Work overtime, if applicable and as necessary, with prior approval.
• Works under moderate or limited supervision.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED