Office Services Specialist - Forrest Solutions : Job Details

We are looking to hire a Workplace Experience & Operations team member for a Consulting Services Firm.

The ideal candidate will leverage technology, workplace design, hospitality, and business services to deliver a best-in-class workplace experience environment for approximately 125 employees in a dedicated location.

The Best suited candidate for this role is a forward-thinking and hospitality-focused, have comfort working with emerging workplace technology and have the ability to support facilities and operations in a fast-paced environment.

In this role, you will support the daily operations of the office to deliver:

o Workplace Services for employees and visitors, including Reception, Conference Rooms, Pantry Service, Catering Orders, Onboarding, and Meeting/Event Planning.

o Operations Services such as Facilities Management, Access Control, Vendor Management,

Repairs/Maintenance, Shipping/Receiving and Emergency Preparedness.

What You'll Do

Workplace team members may be called upon to assist with a variety of assignments within our portfolio of services, such as:

Workplace Support / Facility Point of Contact:

• Assist with the scheduling of vendor and building services for routine and emergency issues. Be the liaison with

janitorial, engineering, parking, and security.

• Periodically walk our office to check on general cleanliness of all common areas. This includes the mailroom,

printing stations, conference rooms, network lounge, wellness room and kitchen.

• Place weekly lunch catering orders, set up and clean up in the designated areas.

• Replenish snacks, coffee and office supplies as needed. Maintain spending under budget each month.

• Assist in planning internal / external meetings and events. Examples include holiday party for 3 local offices,

promotion celebrations and townhalls.

• Be a valuable member of the Fire Life Safety team. This includes attending required Floor Warden training,

ensuring employee certifications are up to date and assist during fire drills or emergency situations.

Administrative / Space Management:

• Provide high level customer service while at the front desk. This includes, incoming phone calls, email responses

and employee/visitor assistance. Ensure a friendly, personal, and exceptional experience.

• Review workplace related invoices for accuracy and process with Accounts Payable for payment.

• Register all visitors with building security, issue temp badges and coordinate permanent badges for new hires.

• Serve as onsite point of contact in providing support for space management and conference room reservations for

visitors and clients as needed.

• Maintain and update the office Standard Operating Procedures, Floor Warden Manuals and Vendor Certificate of

Insurances.

• Assist in preparing office communications and newsletters.

• IT Assistance to the extent possible, coordination/referral to IT department for more extensive help.

• Other duties as assigned by Workplace Management and Leadership Team.

Mail / Print Production:

• Receive, sort, and deliver incoming mail, packages, and courier deliveries immediately upon receiving.

• Prepare and ship, mail, and packages as needed via FedEx, USPS, and couriers.

• Maintain printing machines in working order and resolve issues with local IT.

Basic Qualifications & Experience

• Prior experience working in an office setting or hospitality services.

• Proficiency in Outlook, Excel, and Word.

• Candidate must be professional, service oriented, and able to work effectively with colleagues, clients, and

vendors at all professional levels.

• Team player with the ability to work independently and respond well to change.

• Excellent communication skills, both verbal and written.

• Strong attention to detail, time management and prioritization skills.

• Professional demeanor when dealing with challenging situations. Escalate concerns to leadership as needed.

• Ability to lift/move items up to 25 pounds

Forrest Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.