Office Services Support Specialist

BXP • Seattle, WA

2d • $63,300 - $82,000

About The Position

The Office Services Support Specialist provides administrative support and serves as an Office Services resource. The role supports daily departmental operations, including document preparation and management, correspondence, meeting and travel arrangements, expense processing, mail handling, equipment operation, and supply ordering.

The position coordinates office facilities logistics for employee arrivals, departures, and moves; submits and tracks facilities work orders; manages office supply inventory and purchasing; and helps maintain office equipment and related vendor services. It also maintains department reference materials, processes supply orders and invoices, handles printing and stationery requests, supports property and space needs, and organizes project and storage inventories.

The specialist organizes regional staff meetings and events, supports regional training and communications, and may assist other departments as directed by the Regional Manager. The position reports directly to the Regional Manager and may receive assignments from that manager and others as directed.

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 quantity of work needed to meet deadlines.
• Ability to interact with coworkers, contractors, tenants, and vendors in an articulate, pleasant, courteous, and business-like 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.

Nice To Haves

• Bachelor’s degree preferred.

Responsibilities

• Compose, edit, and type letters, memorandums, and transmittals.
• Compile, organize, and finalize documents for signature or distribution.
• Maintain department paper and electronic filing systems in accordance with records retention and destruction procedures.
• Screen, handle, forward, and place telephone calls, and compose accurate, detailed messages.
• Schedule conference rooms, arrange catering and meeting details, and 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 and input and approve eTime for self or the team as requested.
• Manage department invoices, billing, expenses, credit card statements, and employee reimbursements.
• Sort, open, deliver, or process incoming and outgoing mail, packages, and internal correspondence; arrange courier or overnight services.
• Operate office equipment, including copiers, scanners, fax machines, conference-room audiovisual equipment, and telephones with voicemail.
• Submit requests 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, escalate issues when necessary, and review work orders and billing for accuracy and activity.
• Inventory supplies in main copy centers, maintain adequate stationery and kitchen supplies, and coordinate purchases.
• Oversee office equipment service and maintenance; coordinate vendor service calls and monthly 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 other 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 issues.
• Organize and maintain project files, file plans, and project directories.
• Maintain an up-to-date inventory of stored items, search the inventory or assist staff 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.
• Under the direction of the Regional Manager, assist other departments in the absence of assigned administrative staff or as requested.

Benefits

• Competitive total rewards package including base salary and annual discretionary bonus.
• Medical and dental coverage.
• Retirement savings plan with competitive company match.
• Backup childcare.
• Educational assistance.
• Employee support programs.
• Generous commuter transit subsidy.

What This Job Offers

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