Office Services Coordinator

Summary:

Provides office services support for a Corporate Office. Duties may include mail delivery; ordering and monitoring inventory of office and kitchen supplies; providing primary coverage of the Reception desk; coordinating office and kitchen equipment repair and maintenance; providing building and parking access; providing back up support for the processing of invoices; providing office set up for new employees; and planning and supporting events and meetings.

Essential Duties & Responsibilities include the following. Other duties may be assigned.

Completes all work in an accurate, thorough and timely manner demonstrating a sound understanding of area of responsibility.

Mail and Supplies

• Sort, deliver and send out U.S. Mail.
• Deliver and ship out FedEx and UPS packages.
• Ship interoffice pouches to out-of-state properties and offices including setting out interoffice pouches for daily messenger pickup.
• Log mail, packages and deliveries received in the mailroom, promptly informing the recipient(s) for pickup and delivery.
• Monitor and secure the postage machine.
• Inventory, order and receive postage, office, kitchen, emergency disaster relief and first aid cabinet supplies ensuring adequate supplies are available according to company policies, expenses are within established budget, and vendors deliver quality products and services.
• Prepare mass mailings.

Office Services

• For corporate offices, ensure new hires' office or workstation is cleaned and cleared of old items.
• Order Shorenstein mugs and umbrellas for properties, as requested.
• Order flowers and gifts at direction of Office Services Manager.
• Provide & install office/station nameplates for new hires/relocations prior to first day of occupancy.
• Ensure office equipment is operating to company standards, contacting vendors for service and maintenance as required.
• Back up Receptionist, including promptly answering telephone calls and directing callers to the appropriate individual, greeting visitors and clients promptly and courteously and directing them appropriately, promptly notifying recipients when overnight packages are received and coordinating delivery to the addressee.
• Provide back-up for reserving conference rooms.
• Maintain an accurate, current and complete Office Services Vendor Contact List.
• Act as Petty Cash Custodian, maintaining department's petty cash accurately and ethically.
• Submit reimbursement requests for building parking validation.

Events and Meeting Support

• Provide meeting support and set up conference rooms without errors and in a timely manner.
• Plan and coordinate corporate office lunch and birthday celebration events throughout the year, minimizing disruption to operations. Schedule events, coordinate food or refreshments, monitor expenditures to ensure no budget variances, and encourage participation with creative communications.
• Coordinate annual Flu Shot Events for NY & SF Corporate Offices

Premises/Equipment

• Assist with minor furniture moves as requested.

Invoices and Purchase Orders

• Provide back up support for the coding of invoices from vendors for Office Services or others as assigned.
• Prepare and process accurate and complete purchase orders and work orders issued by the department in a timely manner.

Other

• Anticipate and respond to customer needs demonstrating professionalism, courtesy, and sensitivity in all contacts.
• Assist with special projects or emergency assignments as needed.

Non-Essential Duties & Responsibilities:

• May perform assigned emergency evacuation duties ensuring compliance with company policies and procedures.

Location/Position Specific Responsibilities:

• In New York, the Senior Office Services Coordinator's duties include maintaining an accurate and current NY Corporate Office Guide.

Supervisory Responsibilities: None

Essential Skills & Qualifications:

• Strong working knowledge of routine office administrative procedures and tasks as evidenced by 2 years of experience in a related function.
• Working knowledge of customer services principles and practices as evidenced by 2 years of experience in a related function.
• Intermediate proficiency with MS Office applications including Word, Excel and Outlook. Basic proficiency or demonstrated ability to quickly become proficient with PowerPoint and accounting systems.
• Demonstrated ability to identify, to understand, and resolve routine problems within established guidelines or standards as evidenced by 2 years of experience in a related function.
• Demonstrated ability to plan and prioritize work activities effectively and to move between tasks and remain focused.
• Demonstrated ability for accuracy and thoroughness in work with a strong focus on attention to detail.
• Demonstrated commitment to excellence in delivering products and services with a strong customer service focus.
• Demonstrated ability to hold self and others accountable in meeting deadlines and commitments.
• Demonstrated ability to adapt quickly and effectively to changing and ambiguous circumstances.
• Demonstrated ability to maintain a high degree of confidentiality and professionalism in all aspects of the job, including displaying courtesy and sensitivity in all contacts and managing difficult client situations effectively.
• Demonstrated ability to communicate effectively both orally and in writing with internal customers of all levels and external customers.
• Ability to respond effectively to inquiries or complaints.
• Ability to share information to keep others informed.
• Demonstrated ability to find, access, evaluate and use information.
• Demonstrated ability to refer to established procedures to handle routine tasks, although at times may choose from established alternatives. Will seek manager to provide guidance and/or solve non-routine or more complex tasks.

Education/Experience:

• High School diploma or general education degree (GED).
• Working knowledge of customer service principles and practices as evidenced by 1 year of experience in a related function.

Certificates, Licenses, Registrations: None

SEC Compliance:

• 
  

  As an employee of SRS you will be expected to provide certain services with respect to SRS's affiliate, SIA, which is registered as an investment adviser with the U.S. Securities and Exchange Commission ("SEC"). SIA and certain persons providing services to SIA are expected to be subject to SEC regulation and applicable federal securities laws. Given the nature of your role with SRS and services provided to SIA, you will be required to abide by, and certify your compliance with, SIA's compliance program and the federal securities laws, including, among other requirements, pre-clearance and reporting obligations with respect to personal securities trading, political contributions and other matters.

  
  

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The individual may be required to sit and use a computer for long periods of time.
• Lifting required up to 25 pounds.

Working Environment:

• Work environment characteristics are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The employee works primarily in an office environment.

Salary Range:

• $60,000 - $66,000 (Salary range is consistent with what the business reasonable expects to pay a new hire. Actual pay is subject to a number of factors, including geography, experience, education, etc., and is subject to change).