Job Title: Office Services Coordinator
Duration: 4-5 months
Shift Time: Monday - Friday 8 am - 5 pm with 1 hour lunch.
Location: Tacoma, Washington (Onsite)
Pre-Screening Questions:
This role involves greeting visitors, handling office tasks, and staying professional even during slow periods. Can you share a time when you managed similar responsibilities?
You'll need to use Outlook and Teams to schedule meetings and coordinate tasks. How comfortable are you with these tools?
Work Environment:
- This role must stay within the parameters set forth by the manager. Although this person will not have a peer on site, however, their support peers will be accessible through Teams.
- Some responsibilities are being handled by specific individuals, this person must direct people to those individuals when requests come in.
- Responsibilities include ordering supplies, putting away supplies, opening the door for the mail, funneling requests to the appropriate person.
- They will need to ensure they are staying professional, i.e. cannot be on phone scrolling but could review the intranet site. Need to be able to say no but I will find you a resource.
- Loading and running the dishwasher, performing minor maintenance on the coffee machine, wiping down surfaces, changing CO tanks, loading paper into printers, stocking snacks, etc. If notice a printer is broken, report it.
- There will be times when there is nothing to do but this person must be able to be professional in the down town.
- Business causal dress required. Jeans are only on Fridays and must be professional blue.
About the Role:
- As a client's Office Services Coordinator, you will assist with providing administrative support to a small team or department.
- This job is part of the Office Operations function. Responsible for providing office support to a client, business function, or individual contributor.
- Schedule and coordinate on-site meetings. This includes reserving conference rooms, ordering equipment, and coordinating catering needs.
- Receive and direct incoming calls and visitors to appropriate personnel. Route, sort, and distribute mail.
- Order office supplies and other common-use items for the office. Maintain inventories and troubleshoot regarding missed deliveries. Request building and equipment maintenance services.
- Answer common inquiries and respond to complaints from clients, co-workers, and supervisors.
- Use existing procedures to solve straightforward problems while having a limited opportunity to exercise discretion. Impact through clearly defined duties, methods, and tasks described in detail.
- Deliver own output by following defined procedures and processes under close supervision and guidance.
- Skilled in comprehending and interpreting instructions, short correspondence, and memos, and asking clarifying questions to ensure understanding. Proficient in writing routine reports and correspondence, calculating simple figures like percentages, and carrying out general instructions and solving problems in standard situations.
- Requires basic analytical skills. Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc.
- Ability to work flexible work schedules based on business needs.
- Works under direct supervision, provides routine reception and administrative support to an office.
- Receives and directs incoming calls and visitors to appropriate personnel.
- Solves routine issues and escalates accordingly.
- Provides general hospitality services and maintains a client-ready reception area, conference rooms and other common areas. Requests building and/or equipment services as needed.
- Provide support to the office performing general clerical duties such as distributing and tracking packages, posting mail and arranging messenger services as needed. Troubleshoots for missed deliveries.
- Oversees the proper maintenance of office equipment including copiers, phone systems, and printers (color and B&W). Solves minor equipment problems independently.
- Maintains relationships with vendors that provide services and goods to the office. Provides notary services as needed.
- Ensures proper coding of invoices for services or goods for expense tracking purposes.
- Provides information on brokers and project or listing details for proper expense allocation.
- Other duties as needed. No formal supervisory responsibilities in this position. Decisions made with a general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause a short-term impact to co-workers and supervisors.
Must Haves:
- Need intermediate experience with Outlooks and Teams - managing calendars and booking conference rooms.
- Front facing customer service experience.
- Open to those with less than 1 year of experience.
Soft Skills:
- Interpersonal skills, customer service/hospitability background, self-sufficient.
What You'll Need:
- High School Diploma or GED with up to 2 years of job-related experience.
- Previous Front Desk, Concierge, customer service or other hospitality experience preferred. Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles).
- Ability to follow basic work routines and standards in the application of work.
- Communication skills to exchange straightforward information.
- Working knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.
- Strong organizational skills with an inquisitive mindset.
- Basic math skills. Ability to calculate simple figures such as percentages, discounts, and markups.
Dress Code:
- Tailored dress pants/slacks, khakis, and professional jeans.
- Shorts, leggings, and ripped, frayed, faded, or bleached jeans are not acceptable.
- Fitted, flowy, and/or ironed blouses or button-down shirts with a collar, and Polos.
- Spaghetti strap or sheer/tight tops, T-shirts, and crop tops are not acceptable. Keep brand logos to a minimum.
- Knee-length (or below) skirts and dresses.
- Avoid sundresses, miniskirts, spaghetti straps, or anything sheer or tight-fitting.
- Sweaters, vests, and cardigans.
- Sweatshirts are not acceptable.
- Blazers and sport jackets.
- These items are welcome but not required.
- Professional and clean dress shoes, loafers, boots, sneakers, flats, heels, sandals, and wedges.
- Flip flops, combat or hiking boots, gym/athletic shoes, and causal sandals are not acceptable.
Interview Process:
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Spectraforce Technologies
Feb 21, 2025