Office Services Coordinator

Location: Pittsburgh, PA

Description:
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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• 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
SKILLS AND EXPERIENCE

• 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

EDUCATION REQUIREMENTS

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

YEARS OF EXPERIENCE

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

TRAVEL REQUIREMENTS

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