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Office Services Specialist, Facilities and Office Services

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POST DATE 9/17/2016
END DATE 11/5/2016

Ryan, LLC Scottsdale, AZ

Company
Ryan, LLC
Job Classification
Full Time
Company Ref #
R0000590
AJE Ref #
576206757
Location
Scottsdale, AZ
Experience
Mid-Career (2 - 15 years)
Job Type
Regular
Education
High School Diploma or GED

JOB DESCRIPTION

APPLY
The Office Services Specialist performs various Facilities related duties, including managing mail shipping and receiving; stocking and ordering office supply inventory; assisting in new hire seating and internal moves; performing setup, dis-assembly, and general upkeep of conference and training rooms; maintaining and stocking break and vending rooms; managing office equipment maintenance; and performing other tasks associated with supporting office needs.

DUTIES AND RESPONSIBILITIES:

* Performs mail-center duties, including USPS, certified mail, and business reply mail and maintains accurate receipt and shipping signature logs.

* Delivers outgoing mail to the post office daily.

* Reconciles postage usage and maintains spreadsheets and reports related to postage utilization.

* Maintains resource room equipment, providing minor repairs and placement of service calls to vendors as needed; ensures equipment is properly functioning and all consumable supplies are always in stock; and follows up with vendors on service issues.

* Receives and processes office supply and stationery inventory and orders supplies.

* Maintains printer and copier toner inventory, ordering, restocking, and installation process.

* Escorts vendors in facility for deliveries and service-related matters.

* Organizes and stocks marketing literature/brochures in resource rooms and provides inventory levels to Marketing for reordering purposes.

* Coordinates and administers the new hire seating and supply set-up kits.

* Ensures name plates are ordered and correctly updated.

* Coordinates office furniture maintenance and key inventory.

* Maintains vendor services for stocking break room supplies such as beverages and kitchen items.

* Ensures that the office space, particularly common areas, is maintained at a high level of tidiness and conducts daily walk-through of space during the day to ensure all areas are organized and professional in appearance.

* Performs the setup, disassembly, and general upkeep of Ryan conference and training rooms.

* Delivers and sets up mobile video conferencing unit for all internal meetings.

* Ensures conference and training rooms are cleaned and that all furniture and equipment is replaced to its original order after meetings conclude.

* Coordinates off-site records storage program.

* Coordinates copier meter readings and reporting for maintenance billing.

* Processes invoices and validations for visitor parking at Ryan facilities.

* Processes incoming equipment service requests and supply orders.

* Reviews and promptly completes Track-It Resolution tickets and follows up with customer.

* Communicates with property management for resolving landlord-related service items.

* Assists with and participates in fire safety procedures as directed by Facilities Manager.

* Identifies existing and potential issues, efficiency bottlenecks, and customer-service deficiencies and recommends improvements to better support co-worker customers.

* Maintains regular attendance.

* Performs other duties and projects as assigned.

EDUCATION AND EXPERIENCE:

High-school diploma or general equivalency diploma (GED) is required with two to three years office support experience preferred. Customer service experience required.

OTHER SKILLS AND ABILITIES:

* Experience handling multiple projects and supporting multiple locations.

* Ability to use discretion and good judgment in prioritizing daily tasks.

* Ability to work effectively with limited supervision.

* Must be detail oriented.

* Above average verbal and written communication skills.

* Mathematic skills, including basic algebra.

COMPUTER SKILLS:

To perform this job successfully, an individual must have basic knowledge of the Microsoft Suite as well as the ability to use order processing software.

CERTIFICATES AND LICENSES:

Valid driver s license required.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities..