Workplace Services Assistant

BRG • Boston, MA

1d • $50,000 - $70,000 • Onsite

About The Position

The Workplace Services Assistant position will provide office operations support to the Boston office. This is a hands-on role providing general administrative and customer service support to internal and external clients. This position reports to the on-site Workplace Services Manager, Office Director, and Regional Workplace Services Director.

Requirements

• High School diploma or equivalent
• Minimum of three years’ experience in a professional service environment, preferably consulting or legal, with an emphasis on customer service.
• Proficient with Microsoft Office Suite and strong background operating all office equipment such as copiers, printers, fax, and postage machines.
• Provide exceptional client service to visitors, candidates, and employees always with a positive and professional approach.
• Be a creative problem solver, work both independently, and as a member of a team.
• Observant personality with the ability to notice things out of place along with the needs of the office and staff.
• Exhibit strong attention to detail, ensure assignments are completed thoroughly, and effectively manage multiple tasks in a fast-paced, dynamic environment.
• Interact with and maintain open communication and good relations with office personnel, as well as work well and remain calm in pressure situations, such as tight time constraints.
• Strong organizational skills with the ability to manage inventory and maintain the organization of storage spaces.
• Technically savvy with the ability to quickly learn new software systems.
• Flexibility and willingness to occasionally work overtime is required.
• Candidate must be able to submit verification of his/her legal right to work in the United States, without company sponsorship.

Responsibilities

• Ensure office common areas are neat and professional. Serve as liaison with building services regarding common area maintenance such as light bulb replacement.
• Maintain conference rooms throughout the office to include resetting after meetings which includes, but not limited to moving tables and chairs, adjusting cables, and replenishing supplies. Serve as on-site resource for conference room technology troubleshooting, including being well versed in Microsoft Teams and other video conferencing tools.
• Open pantry areas each morning. Ensure pantry areas are clean and stocked with snacks, beverages, and paper goods according to established levels. Load, run, and unload dishwashers as needed throughout the day. Inventory, order, receive, and stock pantry supplies according to the established levels set by the Workplace Service Manager. Inform the office of the refrigerator cleaning according to the schedule established by the Workplace Services Manager.
• Ensure office equipment is properly maintained; troubleshoot malfunctioning equipment and contact the appropriate vendor for resolution. Monitor printers/copiers to ensure adequate supply of paper and toner.
• Ensure copy rooms and stations are neat and stocked with supplies according to established levels. Inventory, order, receive, and stock office supplies according to the established levels set by the Workplace Services Manager. Order stationary and branded material as needed.
• Set up offices/workstations for onboarding staff Set up and reset hoteling spaces daily according to Workplace Services standards. Assist with internal office moves as needed.
• Assist the Workplace Services Manager in organizing meetings and events, including helping with setup and teardown logistics for regular meals, meetings, and special events.
• Provide backup support for Workplace Services Associate lunch break and PTO to include but not limited to front desk coverage, welcoming internal and external clients, entering visitors into building security system, and monitoring security video controls to grant access to secondary floors.
• Understand Emergency Response Plan and monitor the office for compliance. Backup assisting with completing reproduction projects in a timely and accurate manner as need which may include binding and indexing. Other duties and projects assigned by the Office Director, Workplace Services Manager, or Regional Workplace Services Director.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees