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Office Services

2 months ago

Wilmington, United States Forrest Solutions Full time

The Office Services Associate assumes a pivotal role in ensuring the smooth functioning of office operations by delivering comprehensive support services, including back-office support, hospitality, mail handling, and reprographics.


Shift: Monday-Friday

Hours: Monday-Thursday 3 pm-12 pm and Friday 130pm-1030pm.

Pay: $24





Job Functions:


Day-to-day Account Management

- Act as the primary liaison between the client and Forrest Solutions, ensuring seamless communication and fostering positive relationships.

- Oversee the day-to-day operational requirements, promptly addressing client requests, inquiries, and issues to ensure unwavering client satisfaction.

- Uphold the professional image of the office by ensuring proper signage, up-to-date communication materials, and an organized and aesthetically pleasing environment.

- Contribute actively to weekly leadership and senior management discussions, providing articulate reports on outcomes, challenges, and strategies to meet client objectives.


Process & Procedures

- Collaborate with the client organization to define robust policies, procedures, standards, and tools that align with business goals and drive operational excellence.

- Identify and monitor Key Performance Indicators (KPI), ensuring adherence to all Service Level Agreement (SLA) requirements.

- Apply project and change management methodologies to identify and implement process improvement opportunities in a service-oriented environment.

- Regularly update and maintain the Site Operations Manual/Playbook to ensure accurate and comprehensive documentation of operational processes.

Client Experience/Satisfaction

- Foster enduring client relationships, actively seeking avenues to enhance and sustain high levels of customer satisfaction through prompt and effective issue resolution.

- Conduct regular inspections of the office space to ensure optimal appearance and condition, providing a welcoming and professional environment for all stakeholders.

- Demonstrate attentive customer service by promptly addressing complaints, questions, concerns, and suggestions, while conducting thorough quality assurance follow-ups.

- Extend utmost courtesy and urgency in welcoming and assisting guests, going beyond the front desk to open doors and embodying the highest standards of hospitality.

- Promote and support the client’s hoteling culture and mobile working practices by assisting guests and visitors in securing appropriate workspace, actively managing room occupancy, and liaising with facility maintenance for timely upkeep of the space.

Facilities

- Execute interoffice moves, including furniture relocations and meticulous meeting setups, ensuring seamless transitions and optimized space utilization.

- Contribute to facilities maintenance efforts by proficiently performing various tasks such as sheet rocking, plastering, light carpentry, and light fixture maintenance.

- Prioritize the sanitization of designated areas, upholding building maintenance standards, diligently replenishing supplies, ensuring proper signage implementation, and addressing any cleaning requirements promptly and efficiently.

- Regularly check restrooms and pantries to ensure they are stocked and clean.

Mail

- Facilitate essential mail services, encompassing accurate sorting and distribution of interoffice mail, timely execution of internal mail runs, and proficient operation of postage equipment for outgoing mail processing.

- Ensure the preparation of specialized outgoing mail (e.g., certified, registered) and the diligent collection of outgoing mail from designated internal zones.

- Research and properly route mail to ensure it reaches the correct recipients.

Meeting Support

- Maintain diligent oversight of all meeting rooms, ensuring punctual participant arrivals.

- Set up and break down conference rooms for meetings and events, ensuring all necessary equipment and materials are functioning.

10%

Print

- Perform critical print services, including proficient copying, rigorous quality control checks, meticulous record log maintenance, precise binding, hole punching, stapling, and basic copier maintenance.

- Ensure accurate reproduction of CD/DVD materials in response to customer requests or as part of an imaging project.

Training

- Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role.

Hospitality

- Regularly wipe down pantries and ensure they are stocked.- Regularly check restrooms to ensure they are stocked and clean.

Position Requirements/Experience/Education:

  • High school diploma or equivalent; college degree preferred.
  • Minimum 1 year of experience.
  • Ability to understand client inquiries and provide effective responses.
  • Experience in using Microsoft Office products and applications.
  • Understands the importance of delivering added value to clients.
  • Team player who can maintain a positive attitude, motivate peers, and build relationships.
  • Ability to maintain confidentiality and security of any client information.
  • Displays a pleasant and cheerful disposition at all times.

Competencies:

  • Client-first mentality.
  • Demonstrates accuracy and attention to detail.
  • Detail-oriented with the ability to multitask and work in a fast-paced, high-energy environment where priorities are constantly changing.
  • Solid decision-making skills within the scope of the position.
  • Ability to meet deadlines and work under pressure.
  • Good verbal and written communication skills.
  • Ability to use technology.
  • Prioritizing, flexibility, and adaptability.