Office Services Assistant

Your role

• Receives and distributes incoming mail and shipments to appropriate personnel.
• Collects, stamps and sends outgoing mail. May weigh and affix postage. May operate envelope sealing machine, stamping machine and/or postal meter. May prepare packages for shipment, sealing and affixing address labels.
• Compiles list of general supplies needed and routes for approval. Places orders after approval is received. Receives and distributes forms and supplies.
• Maintains necessary supplies in stock and well organized in copy rooms, supply rooms, conference rooms, and coffee stations. May coordinate maintenance of vending machines. Troubleshoots problems throughout the building.
• Arranges UPS, FedEx, or courier labels and service pickup, both local and overnight, as requested.
• Reserves meeting rooms and manages logistics – including confirming catering orders, coordinating material setup, and providing IT support as needed for internal and external meetings.
• At offices with no dedicated reprographics personnel, may provide reprographics support as needed.
• May troubleshoot reprographics equipment, troubleshoot minor issues and coordinate service for reprographics equipment.
• Ensures that sufficient supplies are on hand and provide reports to vendor regarding copier usage as required by lease or maintenance agreements.
• Provides other general office support as needed, such as sending faxes and assists with expense reports, travel arrangements, and meeting calendars, etc.
• Assists with office moves and furniture moves, and meeting room setup and breakdown. May assist with or do troubleshooting of building equipment problems and coordinate repairs.
• May move office equipment and furnishings (including furniture) and deliver to designated locations.
• May collect and empty recycling bins throughout the building and coordinate pickups.
• May perform such other assignments as the Supervisor may deem necessary from time to time.