Office Services Coordinator

Spencer Stuart•Washington, DC

11d•$70,000 - $80,000

About The Position

The Office Services Coordinator serves as a local office ambassador and provides a warm, professional, discreet, and high-touch experience for clients, candidates, visitors, and staff. The role manages the office’s main telephone line and front desk operations, office and visitor logistics, and a range of administrative and operational tasks. The coordinator also supports staff with administrative work as directed and contributes to teamwork and the successful operation of the office. This position requires focus, precision, attention to detail, strong organization, flexibility, and sound judgment in a fast-paced professional-services environment. The coordinator is expected to maintain a polished and welcoming presence, communicate effectively with people at all levels, handle confidential matters appropriately, and balance multiple priorities, sometimes under pressure and with little direction.

Requirements

Minimum of 3–5 years of administrative experience in a professional, production-oriented environment.
Excellent written and verbal communication skills, including grammar, language, proofreading, and editing.
Proficiency in Microsoft Word, Outlook, PowerPoint, and Excel.
Ability to handle multiple tasks simultaneously, prioritize and balance workload, and maintain attention to detail in a fast-paced environment.
Professional, poised, positive, and discreet presence in person and on the phone.
Punctuality, reliability, and dependability in attendance.
Flexibility regarding required work hours.
Maturity, integrity, honesty, and adherence to confidentiality principles.
Superior organizational skills and ability to work under pressure with disciplined independent judgment and little or no direction.
Ability to build rapport and positive working relationships, work collaboratively, and communicate with people at all levels and across diverse cultures.
Willingness to learn, remain flexible, and take on additional responsibilities.
Ability to remain calm, proactive, productive, and solution-oriented under stress.

Nice To Haves

Experience as a receptionist and/or administrative assistant in a fast-paced professional office environment.
Experience in a professional services organization; preferred but not mandatory.
Typing speed of 50 words per minute.
Experience using a relational database and Outlook calendar features to schedule, track, and notify people about meetings and scheduling changes.

Responsibilities

Answer, screen, and manage calls to the office’s main line and manage front desk operations.
Greet and welcome clients, candidates, and visitors; offer beverages and escort them to the appropriate office location.
Coordinate office and visitor logistics, including guest access, office and conference room reservations, meals, and required materials.
Liaise with the Service Desk regarding technology updates and repairs related to daily office operations.
Maintain the workstation according to firm technology standards and manage inventory of office technology assets, including computers, printers, and spare equipment.
Assist visitors and office staff with IT needs, dial in meetings, and manage conference room technology.
Contribute ideas to help create a positive office culture and workspace.
Liaise with property management, in coordination with the administrative director, to facilitate repairs and other building-related matters.
Keep the team informed about office updates, procedures, and events that may affect office visits.
Maintain and order office supplies, production room materials, café groceries, and other requested materials.
Arrange service calls for office equipment and maintain required meter readings for copiers, postage machines, binding equipment, AED machines, and individual office printers.
Provide administrative and search-related production support to consultants, visiting consultants, the administrative director, and EEA staff, including printing, copying, binding, data entry, and document production.
Create FedEx and UPS labels and arrange courier services.
Pick up and distribute office mail, newspapers, FedEx, UPS, and other packages, and post mail each day.
Maintain café cleanliness by managing dishwasher tasks each morning and evening.
Tidy visitor rooms, conference rooms, and videoconference rooms after each use.
Support other duties as required by the administrative director.
Manage multiple responsibilities and priorities to achieve smooth, high-quality outcomes; collaborate with internal and external teams and communicate effectively across levels and cultures.
Use technology systems, including Outlook, Microsoft applications, and a relational database, effectively to support productivity and scheduling.

Benefits

Annual discretionary bonus program.
Retirement savings plan with discretionary profit-sharing contribution and employer match.
Paid time off of at least 15 days per year, increasing with tenure.
Paid sick time of 10 days per year.
12 company holidays per year.
Paid leaves of absence when applicable.
Medical, dental, and vision insurance.
Healthcare flexible spending account.
Life insurance.
Short-term and long-term disability insurance.
Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program.
Voluntary benefits, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage.