Office Services Specialist

Hotwire Communications • Naples, FL

1d • Onsite

About The Position

The Office Services Specialist partners as liaison to Sr. Office Services/Facilities Manager (SSOFSM) to coordinate and execute onsite office services and facility related tasks to ensure processes and performance are aligned with company and department expectations. The incumbent also supports executives by performing some administrative tasks. Responsible for both the Naples and Bonita Springs locations and other offices as assigned. Travel as needed to assigned locations.

Requirements

• Minimum high school diploma or its equivalent required
• Demonstrated ability and a minimum of 3 years’ experience supporting office facilities.
• Ability to travel up to 50%
• Exceptional customer service skills
• Strong organizational skills with the ability to meet deadlines, work under stress and be able to multitask
• Computer literacy required with proficiency in Microsoft Office products including Excel, Word, and PowerPoint

Responsibilities

• Collaborate with SOFSM regarding the day-to-day onsite visual evaluations and needs for facility maintenance and repair of buildings, grounds, and associated equipment. Includes entering all facilities tasks into Facility Request system.
• Assist SOFSM with obtaining proposals, scheduling, and overseeing external vendors that install, inspect, repair, and maintain building systems, including mechanical, electrical, plumbing, HVAC, safety, landscaping, janitorial services and waste management.
• Partner and provide reporting to SOFSM regarding meeting health and safety standards within all parameters of office services and facilities management.
• Maintain front desk operations, visitor access and customer equipment returns at Naples location.
• Keep financial and non-financial records related to all building, property and equipment purchases and required maintenance.
• Captain local security systems and call-in service as needed.
• Order, organize and maintain inventory of all office supplies, equipment, furnishing, breakroom, printer, and janitorial supplies for assigned locations.
• Process mail including sorting and distribution of incoming mail/parcels, outgoing mail along with postage meter use and management of funds as well as USPS/UPS as needed.
• Partner with Director of Facilities Operations and SOFSM on seating assignments, set up and other needs for new hires and separations. Maintain all assignments in spreadsheets and on floor plans.
• Distribution of new hire property, access fob, ID’s, and uniforms. Local liaison for uniform management and distribution.
• Partner with corporate hurricane/emergency management team as onsite liaison as needed.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Manage local tenant requests in partnership with Director of Facilities Operations and SOFSM.
• Collaborate with corporate personnel for local event planning as needed.
• Resolve all office services and facilities needs promptly and efficiently.
• Maintain confidentiality and protect operations by keeping information confidential.
• Other duties as required or assigned.

Benefits

• Comprehensive Healthcare/Dental/Vision Plans
• 401K Retirement Plan with Company Match
• Paid Vacation, Sick Time, and Additional Holidays (including your Birthday!)
• Paid Volunteer Time
• Paid Parental Leave
• Hotwire Service Discounts – for employees who live on a property serviced by Hotwire. Discounted service offerings are provided for high-speed internet, video service, phone, and security service
• Employee Referral Bonuses
• Exclusive Entertainment Discounts/Perks

What This Job Offers

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