Office Services Coordinator

Posted 29 November 2023
Location Pittsburgh, United States of America
Job type Contract

Job Description

Office Services Coordinator

Location: Pittsburgh, PA


Under direct supervision of the Corporate Real Estate & Facilities Manager, incumbents in this role are responsible for the coordination and oversight of all office services functions. Incumbent will work directly with the Corporate Real Estate & Facilities Manager on facility support, including, but not limited to office moves, office furniture, construction projects, build-outs, and building maintenance issues.

  • Office Services Responsibilities
  • Perform various mail room operations duties such as sorting and distribution of incoming mail, shipping and receiving responsibilities, including USPS, FEDEX and UPS mailroom operations 
  • Keep mailroom organized, clean and stocked with standard supplies 
  • Order office supplies, business cards, stationary, copy paper and plotter paper 
  • Maintain coffee vending services ensuring break rooms are stocked and in working order 
  • Oversee pool vehicle support, such as tracking pool vehicles, maintaining detailed reservation and maintenance logs and schedules, coordinating basic maintenance 
  • Maintain stock of promotional items on-site and assist individuals or departments with orders 
  • Manage copier supplies, change toners, and call support when needed 
  • Support quarterly and any other meetings when requested
  • Assist the Administrative Assistant in planning events upon request including the company Holiday party
  • Other tasks as assigned

Facilities Responsibilities
  • Build and maintain positive relationships with building management, vendors and staff
  • Assist and coordinate office moves and inform Facility Manager of floor plan updates
  • New Employee setup including parking, security access, and office setup 
  • Keep vacant offices presentable and organized
  • Daily facility walks to proactively catch maintenance, break room and AV issues
  • Keep all common areas clean and presentable including break, conference and copy rooms
  • Work with building management to ensure maintenance and janitorial requests are handled in a timely manner
  • Work with building security and staff to ensure visitor processes are followed and thus ensuring a positive experience that follows all safety protocols
  • Reviews and approves Office Services/Facilities related invoices and submits to manager
  • Maintain and audit security database while issuing and terminating badge access
  • Diligently update facility management software in order to track assets, warranties, and maintenance logs 
  • Provide Technical support for the Enterprise Security System and Enterprise AV support 
  • Provide Technical support for Asset Management, procurement and Technical Support such as administrative records keeping, software and OS issue troubleshooting
  • Other tasks as assigned

Job requirements
  • Valid Motor Vehicle License
  • Proficiency in Microsoft Office Suite, specifically Word and Excel
  • Must be a team player that possesses the ability to adapt to a changing and fast-paced work environment
  • Excellent written and verbal communication skills
  • Strong interpersonal skills
  • Proven self-starter
  • Must be detail oriented with the ability to multi-task with attention to accuracy

  • Min/Preferred Education Level Description
  • Minimum High School or GED High School Diploma, GED or equivalent work experience

  • 3-5 years Experience in facilities or office services role.

  • Less than 5% Travel may be required for mandatory meetings or training