Office Services Associate

Our mission is to provide   modernized technology platforms,   elevated technology support, and   valuable insights, empowering our clients to excel in what they do best.

The office services position will be a highly visible point of contact to our internal and external guests in the Jacksonville office and will provide a warm and welcoming office experience. This role will uphold clients' values and will work closely with the remote Regional Office Manager to ensure the office operates efficiently and in excellence on a daily basis while consistently. providing the highest level of customer service.

Office and facility management
• Manage relationships with building management, security, engineering and outside vendors in collaboration with Regional Office Manager.
• Manage facilities matters in collaboration with Office Manager

Visitors / Vendors
• Communicate with building security to notify of upcoming visitors.
• Provide a warm welcome to all visitors and announce their arrival to appropriate person(s).
• Monitor video surveillance for freight elevator and front door access.
• Validate visitor parking for clients or prospects and record for reconciliation charges when approved.

Conference Room / Personal Space Reservations
• Heavily utilize internal reservation system for conference room and personal space reservations.
• Assist customers with scheduling needs / conflicts, and reservation requests.
• Coordinate with the building concierge to reserve building conference room space when necessary and track in shared spreadsheet on Teams.

Catering Orders
• Place all catering orders for the office while adhering to firm guidelines.
o Track all catering orders on shared Teams site.
o Communicate and confirm all catering orders with client.
o Assist with set-up and tear-down for all office catering.
Meetings
• Prepare for meeting set-up; communicate with organizer if unclear.
• Set-up catering per requests, including chafing dishes, etc. if needed.
• Collaborate with team to ensure clear communication.

Office Access Badges
• Maintain (issue and track) office badges for new colleagues through internal security program.
o Work with building security to provide new colleagues access to our building and to request additional building access badges to replenish supply.
o Monthly scrub of building access list to remove former colleagues from their system.
• Activate/Deactivate visitor office badges and track.

Office - General
• Provide quick responses to our customer’s requests and complete in a timely manner.
• Place orders for life events; birth, deaths, illness, etc. as requested, following firm guidelines.
• Place business card orders following firm guidelines.
• Coordinate courier requests as needed.
• Submit maintenance requests through building portal when needed.
• Assist with the upkeep of our conference rooms.
o Check all conference rooms to ensure they are ready for first meetings of the day, i.e., tables may need to be cleaned, chairs pushed in, shades open, etc.
o Pick-up from the night before in CRs and common areas
• Assist with the upkeep and cleanliness of all shared space in the office with team members when needed.
• Assist the regional office manager with event planning and coordination as needed.
• Assist teams with special projects

Order Office Supplies (Including Kitchen, Snacks, Sundries)
• Monitor and order inventory for office, coffee bar and café supplies.
• Monitor and order office snacks, beverages, etc.
• Monitor, order, and keep restroom items stocked.
Process Mail Daily
• Process and distribute incoming and outgoing mail, including preparing and sending packages via USPS, FedEx, and UPS.
• Communicate deliveries as appropriate.
• Process Certified Mail as needed; occasionally make trips to post office.
Maintain Common Areas Daily
• Ensure cleanliness of café, tables, all common areas, including surfaces throughout the day
• Keep offices and workstations stocked with Kleenexes, paper & pens.
• Maintain cleanliness of all workspace surfaces including offices and phone booths.
Maintain Conference Rooms Daily
• Ensure all conference rooms are in excellent condition prior to and after meetings; checking reservation schedule throughout the day to ensure follow-up post meetings.
• Maintain clean screens in all conference rooms and replenish supplies as needed.
• Report outages or areas needing attention to team via Teams Channel and through other reportable tools.

Opensity Solutions, provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.