Central Office

Office Services Assistant

Job Locations US-NY-Brooklyn
Posted Date 7 months ago(3/10/2020 2:53 PM)
ID
2020-1860
Category
CareerCompass

Overview

The Office Services Assistant provides office assistance and support to the CareerCompass program, supports the janitorial/cleaning team, oversees supply inventory and requests, maintains and reports building equipment and repair needs. This position assists the Business Manager ensuring organizational effectiveness by developing and implementing best practices and procedures to improve the overall program

Responsibilities

  • Maintain office services by organizing office operations and procedures including, but not limited to preparing supply requisitions, assigning and monitoring clerical functions, and preparing standard operating plans for fire safety evacuation/drills.

  • Maintains office efficiency by assisting in the planning and implementing office systems, layouts, and equipment procurement.

  • Report all building repair needs including the elevator repair technician, ensuring that the lighting, heating, air conditioning and ventilation systems are operating properly.

  • Schedule outside vendors, when necessary, to meet on site to review system issue and request estimates. Meet with building management to report and resolve any deficiencies.

  • Handle all supply deliveries and escorting vendors to the appropriate areas to unload bulk items.

  • Manage day-to-day office opening and closing, maintain office upkeep and overall presentation including, but limited to hanging signage, information boards and other related items.
  • Plan and oversee office setup for minor/major staff relocation, office activities and/or special events.
  • Assist with initial staff onboarding including, but not limited to office systems (i.e. IP phone system, Credible) and general office procedures.

  • Oversee interns as it relates to scheduling and assignments to various departments that request additional support.

  • Communicating regularly with all staff members and participating in regular meetings to coordinate schedules and assure readiness of the facility for all activities.

  • Update Office Calendar with team meetings, staff out of office updates and other needed updates.
  • Work alongside management and IT department to report/track the status of all IT related issues. Provide basic onsite technical support and troubleshooting as needed.

  • Assisting the Administrative Assistant team to meet all DTS and attendance related deadlines when needed. Provides coverage for front desk activities in absence of administrative assistant/receptionist.

  • Performs other duties as assigned.

Qualifications

 

Formal EducationHigh School Diploma
Experience1 Year
Minimum KnowledgeRequires ability to interpret / extract information and / or perform arithmetic functions. May require typing, CRT, record keeping, or word-processing. May have need for good communication skills.
Updating of KnowledgeThe knowledge required to perform this job once learned has frequent changes, but the changes are relatively minor.

 

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