Office Services Specialist
About The Position
This position works closely with office administration to ensure the customer’s culture is represented to the external world. Responsibilities include greeting outside callers and clients, managing conference room scheduling, preparing for key client visits (signage, workspace preparation, etc.), and handling client travel arrangements when needed. The role also supports group company activities such as parties, group functions, and department meetings. Additional responsibilities may include general clerical work, reception coverage, copying, mail services, shipping and receiving, sorting, and distributing incoming and outgoing mail. This position reports directly to the Site Manager or Assistant Site Manager, depending on site configuration.
Requirements
- High school diploma or equivalent
- 1–3 years of experience in the field or a related area
- Excellent organization and coordination skills
- Strong customer service abilities
- Proficiency with Microsoft Office and general PC skills
- Good problem‑solving skills
- Ability to use audio‑visual equipment
- Ability to work with minimal supervision
Nice To Haves
- Experience working in a headquarters environment preferred
Responsibilities
- Greet visitors and guests; validate against guest list; provide badges and parking validation as needed
- Serve as company concierge for guests, clients, and staff, including facility tours and recommendations for hotels, restaurants, and points of interest
- Coordinate catering for meetings with support staff and caterers
- Maintain and update company phone lists and speed‑dial directories
- Schedule meeting rooms and ensure conference rooms are properly supplied and set up prior to meetings
- Assist with audio‑visual equipment for meetings
- Provide backup clerical support for Executive Assistants
- Assist with departmental or non‑client business activities as appropriate
- Support daily facilities management
- Perform other duties as assigned
- Create proposals in customer systems and support print production workflows
- Support executive‑level, client‑facing staff
- Coordinate vendor procurement for special projects
- Represent the culture of both Ricoh and the customer
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
1-10 employees
