Office Services Coordinator

Spectraforce Technologies
United States, D.C., Washington
Jan 31, 2025
Title: Office Services Coordinator Duration: 4 months (Potential for conversion into FTE) Location: Washington, DC Working hours: Monday - Friday 7:45am - 5pm with 1 hour lunch. Pre-Screen Questions: Can you describe your experience providing administrative or front desk support in an office setting? How did you handle incoming calls, visitors, and general office tasks? This role requires managing office supplies, coordinating meetings, and handling minor equipment maintenance. Can you share an example of how you've successfully handled similar responsibilities in a previous role? About the Role: As an Office Services Coordinator, you will assist with providing administrative support to a small team or department. This job is part of the Office Operations function. They are responsible for providing office support to a client, business function or individual contributor. What You'll Do: Works under direct supervision, provides routine reception and administrative support to an office. Receives and directs incoming calls and visitors to appropriate personnel. Loading and running dishwasher, minor maintenance on coffee machine, wiping down surfaces, changing CO tanks, loading paper into printers. Solves routine issues and escalates accordingly. Ability to provide general hospitality services and maintaining a client-ready reception area, conference rooms and other common areas. Requests building and/or equipment services as needed. Ability to perform general clerical duties such as distributing and tracking packages, posting mail and arranges messenger services as needed. Troubleshoots for missed deliveries. Schedules and coordinates meetings held within the office to include conference room reservation, equipment needed for meetings and catering. Orders office supplies and other common use items for the office/location. Oversees the proper maintenance of office equipment to include copiers, phone systems and printers (color and B&W). Solves minor equipment problems independently. Oversees the proper maintenance of off-site storage records (tape back-up and hard copy). Maintains relationship with vendors that provide services and goods to the office. Ensures proper coding of invoices for services or goods for expense tracking purposes. Provides information on brokers and project or listing details for proper expense allocation. Other duties as needed. No formal supervisory responsibilities in this position. Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor. What You'll Need: High School Diploma or GED required. Front Desk, Concierge, customer service or other hospitality experience preferred. Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles). Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to ensure cleanliness and organization of common areas and workspaces via regular office walkthroughs. Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages. Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills. Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, Teams, etc. Ability to work flexible work schedules based on business needs. Must haves: Need intermediate experience with Outlooks and Teams Managing calendars and booking conference rooms. Soft skills: Interpersonal skills, customer service/hospitability background, self-sufficient. Interview process: 1 video interview followed by 1 in person interview. Physical Requirements: The ability to lift up to 40 pounds and perform frequent physical tasks such as setting up meeting rooms, walking through the office space or managing office supplies. The ability to stand for extended periods of time.