Office Services Support Specialist

BXP•Seattle, WA

About The Position

Provide administrative support and serve as an Office Services resource. The role supports department operations through correspondence and document preparation, records and file maintenance, telephone handling, meeting and travel arrangements, expense and invoice processing, mail and supply management, and use of office equipment. The specialist coordinates office facilities logistics, including employee moves and setups, facilities work orders, office supplies and equipment maintenance, printing and stationery requests, property management and space issues, and storage inventory. The role also maintains department lists, floor plans, manuals, and related reference materials; organizes regional meetings and events; supports regional training and communications; and provides administrative assistance to other departments as requested. The position requires a high school diploma or equivalent, with a bachelor's degree preferred, and 2–5 years of progressively responsible administrative support experience. The role reports directly to the Regional Manager. Salary range is $63,300–$82,000 in base salary, with an annual discretionary bonus and a comprehensive benefits package.

Requirements

High school diploma or equivalent educational qualification.
A minimum of 2–5 years of progressively responsible administrative support experience.
Ability to produce quality work consistently and complete the necessary volume of work on time.
Ability to interact with coworkers, contractors, tenants, and vendors in an articulate, pleasant, courteous, and businesslike manner.
Ability to work under pressure and independently as well as part of a team.
Adaptability to changing demands and attention to detail.
Effective problem-solving skills.
Flexibility to work beyond the regular work schedule.
Strong communication, organization, and multitasking skills.
Proficiency with Microsoft Office applications and intermediate computer skills.
Ability to perform general office work while sitting and standing, move between departments, and lift or move items weighing up to 30 pounds.

Nice To Haves

Bachelor's degree.

Responsibilities

Compose, edit, and type letters, memorandums, and transmittals; compile, organize, and finalize documents for signature or distribution.
Maintain paper and electronic department filing systems and follow records retention and destruction procedures.
Screen, handle, forward, and place telephone calls; compose accurate, detailed messages.
Schedule conference rooms and arrange catering and meeting details; update Angus with meeting guests and visitors.
Arrange team travel, including air, hotel, car rental, and meeting attendance as required.
Organize and submit expense reports; input and approve eTime for self or team as requested.
Manage department invoices, billing, expenses, credit card statements, and employee reimbursements.
Process incoming and outgoing mail, packages, and internal correspondence; arrange courier or overnight services.
Operate copiers, scanners, fax machines, conference room audiovisual equipment, and telephones with voicemail; request and order supplies as needed.
Coordinate facilities logistics for new and separating employees and office moves; submit and approve facilities work orders, track them through completion, and escalate issues when necessary.
Review work orders and billing for accuracy and activity.
Inventory and replenish office supplies in main copy centers, including stationery and kitchen supplies, and coordinate purchases.
Oversee office equipment service and maintenance; coordinate vendor service calls and copier meter reads, provide usage data, report service issues, and assist with resolution.
Edit and maintain department lists, floor plans, operational manuals, new-hire paperwork and packets, recruiting materials, facilities orientation materials, and related documents.
Process incoming supply orders for accuracy and completeness, reconcile invoices with shipments, and process invoices for payment.
Handle printing and stationery requests and requests for property management assistance or facility and space support.
Organize and maintain project files, including file plans and project directories.
Maintain inventory of items in storage, search stored-item inventory or assist others with searches, and arrange delivery and retrieval of stored items.
Organize monthly regional staff meetings, verify senior staff calendar availability, notify regional staff, and prepare agendas.
Support regional training and dissemination of information or communications from the Regional or Corporate office.
Organize and assist with office parties, luncheons, and other regional events.
With direction from the Regional Manager, assist other departments when assigned administrative staff are absent or as requested.