Office Solutions Associate

Brown Advisory • Baltimore, MD

1d • $58,000 - $65,000 • Onsite

About The Position

Brown Advisory is an independent investment management and strategic advisory firm with over 1,000 equity-owning colleagues worldwide, committed to delivering first-class performance, strategic advice, and the highest level of client service to a diverse client base including individuals, families, endowments, and institutions. The firm is seeking a customer service-oriented Office Solutions Associate for a full-time, in-person position in their Baltimore office. This diverse role encompasses reception coverage, vendor and inventory management, food service assistance, mail handling, and building and facilities maintenance.

Requirements

• Ability to provide excellent client service and work in a fast-paced environment
• Complete full background check
• Illustrates tact, discretion and good judgement when handling sensitive and confidential information
• Knowledge of MS Word, Excel and Outlook
• Superior written and oral communication skills
• Ability to set goals and meet deadlines
• Some evening event coverage required
• Professional demeanor while communicating with clients and colleagues
• Highly organized and detail oriented
• Standing and walking for extended periods of time
• Must be able to lift 50 pounds
• Working knowledge of office equipment
• Positive attitude and strong work ethic
• Ability to utilize hand trucks, or similar tools to move boxes and larger items
• Ability to work full-time in our Baltimore office location
• Applicants must be authorized to work in the United States without the need for current or future employer-sponsored work authorization (e.g., H-1B , O-1, F-1 (OPT), TN, or any other non-immigrant visa classifications that require employer support or sponsorship)

Responsibilities

• Operate a multi-line switchboard and transfer calls
• Enter guests into building security system
• Maintain proper appearance of reception and entry way
• Greet clients and guests as they arrive; contact employee(s) for arrival; validate parking as needed
• Keep reception area clean, organized, and well stocked
• Review and schedule meeting setups and clean ups via Outlook
• Schedule hand couriers as needed
• Check client conference rooms throughout the day
• Assist Admin team as needed
• Receive and coordinate all incoming mail deliveries; log packages into shared spreadsheet
• Assist with up keeping reception documentation on a shared drive (i.e. reception call guide, guest arrivals policy, reception standards document)
• Maintain and upload relevant content on company intranet
• Process and distribute incoming mail on daily basis in line with firm procedures
• Manage office mailing supply inventory, purchasing and vendor escalation
• Mail delivery
• Coordinate outgoing mail pickups through UPS, USPS, and/or FedEx
• Post all outgoing mail with proper postage and deliver to outgoing mail bin on P2 level
• Manage postage machine, postage inventory, and vendor escalation
• Print and bind client meeting books as requested through ticketing system - MyService Portal
• Assist with up keeping mail documentation on a shared drive (i.e. outgoing mail process, incoming mail policy, mail related documents)
• Schedule and assist with setup of conference rooms before/after meetings
• Review and order food service inventory
• Develop and maintain vendor relationships; negotiate discounts and regular delivery
• Create menus and place catering orders
• Keep catering kitchen clean, organized, and well stocked
• Assist with internal and external events within the office space
• Setup breakfast by 7:30am in All Hands area when serving as back-up to other Office Solutions Associate
• Enter all external vendor deliveries on team calendars
• Critiquing and maintaining all leased space and egresses daily for safety, cleanliness, functionality, upkeep, etc.
• Maintaining all meeting rooms ongoing throughout the day as needed
• Maintain firm installed facilities not part of base building
• Communicate general facilities tasks to the building (i.e. hang pictures, change clocks, assemble basic furniture or shelving, HVAC adjustments etc.)
• Coordinate service work with firm vendors as needed for scheduled maintenance and/or repairs and maintaining service records; submitting proper documents with property management
• Troubleshoot and coordinate service work for emergencies or immediate needs and maintain records of service
• Support colleagues with space moves (moving totes, boxes, etc.)
• Monitor regularly and resolve daily tasks in firm ticketing platform
• Weekly inventories (to include, but not limited to first aid supplies, toiletries, various cleaning supplies, etc.)
• Assist with up keeping facilities documentation on a shared drive (i.e. floorplans, fire evacuation related documents, COI’s, team contact lists)
• Enter all external service work on team calendars

Benefits

• Medical
• Dental
• Vision
• Wellness program participation incentive
• Financial wellness program
• Fitness event fee reimbursement
• Gym membership discounts
• Colleague Assistance Program
• Telemedicine Program (for those enrolled in Medical)
• Adoption Benefits
• Daycare late pick-up fee reimbursement
• Basic Life & Accidental Death & Dismemberment Insurance
• Voluntary Life & Accidental Death & Dismemberment Insurance
• Short Term Disability
• Paid parental leave
• Group Long Term Disability
• Pet Insurance
• 401(k) (50% employer match up to IRS limit, 4 year vesting)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 251-500 employees