Office Services Assistant

Discover greater levels of performance. With over 1,400 stores throughout the U.S., Ulta Beauty is revolutionizing the beauty retail experience. With new stores coming online on a continual basis and the re-engineering of existing locations with the latest design and technological advancements for heightened guest experiences, we’re not just growing, we’re thriving. Through consistent innovation and a bold commitment to reimagination. If you want the opportunity to build something strategic, to take ownership of your career trajectory, to apply your passion to operational excellence, Ulta Beauty provides the kind of stability and support few organizations can match. So be curious. Be flexible. Be more than you thought possible. The future is yours at Ulta Beauty.

THE IMPACT YOU CAN HAVE:

The Office Services Assistant provides workplace services to increase productivity and organizational effectiveness for our corporate office supporting our corporate facilities team.   This role is at the forefront of delivering a positive office experience and performs a wide variety of clerical and administrative duties, mail, and stock room responsibilities, in addition to facility maintenance and operational support. 

YOU'LL ACCOMPISH THESE GOALS BY:

Provides administrative support for Corporate Facilities team as directed, including vendor management, meeting coordination, office and workplace experience equipment care, and delivery management.

Services include but are not limited to:

• Meeting & event management
• Incoming and outgoing mail services and deliveries
• Document services
• Office supply management
• Consumable amenity maintenance and supply
• Moves, Adds, Changes
• Furniture management
• Space reset

SCOPE OF RESPONSIBILITY

• Process, sort, and deliver all incoming and outgoing packages and internal mail.
• Operate automated mailing and shipping equipment.
• Utilize and maintain integrity of databases associated with service delivery, as requested. 
• Manage customer service requests and complaints regarding workplace services.
• Assist with conference room scheduling and event support, including set up and coordination.
• Requests building services as needed to ensure facility maintenance is repaired promptly.
• Maintains relationships with vendors that provide services and goods to the office.
• Manages accuracy, production, quality, and retention of corporate facility communications include creating and supporting process documentation that follows brand guidelines.
• Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.  Errors in judgment may cause short-term impact to co-workers and supervisor.

EDUCATION and EXPERIENCE
HS Diploma or GED needed. A minimum of 2 years related experience (e.g., Stockroom experience, Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is preferred.

COMMUNICATION SKILLS

• Ability to understand and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
• Ability to effectively present information to an internal department and/or large groups of employees.
  
  

FINANCIAL KNOWLEDGE
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY

• Ability to understand and conduct general instructions in standard situations.
• Ability to solve problems in standard situations. Requires basic analytical skills.
• Comfortable meeting and engaging with new people; Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.

OTHER SKILLS and ABILITIES
Best candidates will have a genuine interest in anticipating and serving the needs of others. A warm demeanor and desire to collaborate with others is key.

• Proficient with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, Teams.
• Comfortable with and embracing of modern technologies and digital tools, such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.
• Physical ability to assist with warehouse operations.
• On a regular basis requires the ability to walk, reach with hands and arms, stand for a minimum of 6-8 hours, and able to lift 50 lbs.
• On a frequent basis, requires the ability to stoop, kneel and crouch. On an occasional basis, requires the ability to climb a ladder and balance.

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At Ulta Beauty (NASDAQ: ULTA), the possibilities are beautiful. Ulta Beauty is the largest North American beauty retailer and the premier beauty destination for cosmetics, fragrance, skin care products, hair care products and salon services. We bring possibilities to life through the power of beauty each and every day in our stores and online with more than 25,000 products from approximately 500 well-established and emerging beauty brands across all categories and price points, including Ulta Beauty’s own private label. Ulta Beauty also offers a full-service salon in every store featuring—hair, skin, brow, and make-up services.

We will consider for employment all qualified applicants, including those with arrest records, conviction records, or other criminal histories, in a manner consistent with the requirements of any applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York City Fair Chance Act.