Office Clerk

Ricoh•Vancouver, BC

5d•CA$20 - CA$21•Onsite

About The Position

This role is responsible for responding to internal and external inquiries to ensure customer satisfaction, managing outgoing and incoming mail, and providing concierge services. Key duties include executing scheduled events, production reconciliation, managing informational events, and updating intranet postings and website content. The specialist will maintain the concierge page website, manage and expand on-site service programs (like car detailing, fitness classes, dry-cleaning), and schedule vendors. They will also manage the maintenance of coffee and water dispensing machines, track service concerns on Slack, manage ServiceNow tickets, and assist the on-site security team with visitor badging. Additionally, the role supports the Workplace Experience team with administrative tasks, event support, and projects. This includes conducting daily studio walkthroughs, restocking supplies, ensuring meeting room setups, and overseeing meeting room bookings. The specialist will own the setup and execution of events, meetings, and conferences, including creating event plans and acting as the day-of point of contact. They will also assist with event research, organization, and coordination, and help create and distribute internal communications for Workplace Experience. Management of client workplace email accounts, RSVP, and feedback processes, along with overseeing shipping, receiving, and mailroom operations, are also key responsibilities. This includes preparing documentation for domestic and international shipments and supporting workplace logistics and inventory records for the Ricoh and Workplace Experience teams. The role provides support to the Workplace Experience team on an as-needed basis for various tasks, projects, AP and procurement duties, and reception/floor backup.

Requirements

Exceptional customer service skills: ability to anticipate customer needs; consistently promotes a positive, “can-do” attitude; Corporate Culture Ambassador
Detail-oriented, capable of multitasking, professional verbal and written communication skills
Strong skills with all Microsoft Office and Google Suite applications including Outlook, Excel, PowerPoint, SharePoint, Google Sheets, Docs, Forms, and Slides.
Proactive self-starter requiring little direction; takes initiative when opportunities arise versus waiting to react
Mobile and flexible to accommodate requests
Positive and friendly attitude
Excellent organizational skills
Effective problem solver
High level of pride for workplace appearance
Ability to follow through on commitments in a timely manner; dependable and accountable
Deals effectively with numerous deadlines and constantly changing priorities, strong time management skills
Strategic and creative; listens to input, sees the possibilities and is open to applying new thinking and first-time solutions
Consummate team player
Understands a complex and constantly changing, fast-paced business environment
Able to lift 50 lbs

Responsibilities

Respond to internal & external inquiries to ensure complete customer satisfaction and triage incoming inquiries and requests.
Handle outgoing mail requests, waybills, and distribute incoming mail.
Provide concierge services, including executing scheduled events, production reconciliation, informational events (meet and greet vendors), intranet postings, and website updates.
Maintain the concierge page website, ensuring accuracy and relevance of information specific to the studio.
Manage and expand on-site service programs (contracts, relationship building), including car detailing, fitness classes, and dry-cleaning; schedule vendors and manage amenity space for these programs.
Manage the maintenance of coffee and water dispensing machines, conducting regular cleaning cycles and upkeep.
Track Slack channels for service concerns and feedback, and manage ServiceNow tickets, including requests for Heritage’s assistance.
Assist the on-site security team with visitor badging and other operations.
Support the Workplace Experience team on various items, including administrative tasks, event support, and projects.
Conduct daily studio walkthroughs, restock supplies, ensure meeting room setups with proper stationery and seating, and perform touch-ups to maintain a neat environment.
Oversee management of studio meeting room bookings; assist with studio requests and general meeting support as required.
Own day-of setup and execution of events, meetings, conferences, workshops at the client site, including creating and distributing event plans, advance meetings with all WE support groups, and acting as the day-of point of contact for clients.
Assist with research, organization, coordination, and execution of client events.
Assist in the creation and distribution of all Workplace Experience internal communication (e.g., event and amenities, studio email blasts, digital displays, signage templates).
Assist with the management of client workplace email accounts, RSVP, and surveys/feedback processes.
Oversee all shipping, receiving, and mailroom operations, including package handling, vendor coordination, and asset tracking.
Prepare and manage documentation for domestic and international shipments, including customs, LTL freight, and compliance forms.
Support workplace logistics, maintain inventory records, and assist with all related tasks for the Ricoh and Workplace Experience teams.
Assist the Workplace Experience team on an as-needed basis with various tasks and projects, including researching and reviewing studio queries, AP and procurement duties, and reception and floor backup.