Service Specialist

K2 Services•Pasadena, CA

About The Position

The Service Specialist is a highly visible point of contact for internal and external guests, providing a warm and welcoming office experience. The role upholds client values and works closely with the Client Service Manager to help the office operate efficiently and consistently while delivering a high level of customer service. The position supports office and facilities operations, visitor and vendor coordination, conference room and workspace reservations, meeting and catering arrangements, office access and security, and daily office operations. It also maintains common areas and conference rooms, replenishes supplies, and reports issues as needed.

Requirements

1–2 years of experience in office services, hospitality, or workplace operations.
Strong communication and relationship management skills.
Ability to manage multiple priorities in a fast-paced environment.
Proficiency in Microsoft Office and workplace systems.
Strong attention to detail and organizational skills.
Client-focused mindset.
Leadership and accountability.
Operational efficiency.
Problem-solving and decision-making.

Responsibilities

Manage office and facilities operations in partnership with the Regional Office Manager and Office Manager.
Coordinate with building management, security, engineering, and vendors.
Submit maintenance requests and support overall workplace operations.
Coordinate visitor access with building security; greet and direct visitors and notify appropriate contacts.
Monitor building access points as needed.
Validate and track approved visitor parking.
Manage conference room and workspace reservations using internal systems, support scheduling needs, resolve conflicts, and coordinate external building conference room bookings when required.
Place and track catering orders in line with firm guidelines; coordinate, confirm, and support catering setup and teardown.
Prepare meeting rooms and ensure they align with meeting organizers’ needs.
Issue, track, and manage employee and visitor access badges; coordinate with building security on onboarding, offboarding, and access audits.
Respond promptly to employee requests.
Process mail, packages, courier requests, and certified mail.
Order business cards and life event items in accordance with guidelines.
Support event planning and office initiatives.
Maintain conference rooms and shared spaces throughout the day.
Ensure common areas and conference rooms are clean and ready; replenish supplies and report issues as needed.