Office Specialist

JOB SUMMARY:

Under the general direction of the Senior Manager of Facilities, the Business Services and Sustainability Specialist will have general oversight of the office operations, including facilities and office maintenance, meeting coordination, administrative support, event planning, and vendor management.

SUMMARY OF ESSENTIAL JOB FUNCTIONS:

• Serve as the primary point of contact for teammates, delivering a professional, welcoming, and personalized experience while proactively identifying opportunities to enhance overall service quality.
• Serve as the first line of contact for all facilities-related inquiries and issues, providing timely recommendations and solutions to ensure smooth office operations.
• Evaluate office needs, propose improvements, and manage office repairs and maintenance (including HVAC, electrical, plumbing), workspace, and common areas. Oversee relationships with property management, vendors, and service providers; coordinate and supervise maintenance projects and repairs.
• Negotiate and manage facilities-related contracts, ensuring alignment with team processes and organizational standards; submit contracts for higher-level review and approval, as required.
• Drive improvements by analyzing current processes, identifying inefficiencies, developing and implementing standard operating procedures (SOPs).
• Oversee general office administration, including calendaring systems, conference room scheduling, mail and package management, and supply inventory.
• Coordinate with office leaders to plan and execute office meetings, trainings, and events.
• Support emergency response and business continuity planning for the office; respond to facilities emergencies as needed, including outside normal business hours.
• Provide administrative support to managers and other team members, as assigned.
• May perform other duties as assigned by supervisor.

REQUIRED SKILLS AND EXPERIENCE:

• Bachelor’s degree or equivalent level of experience required.
• Minimum of three years’ experience in office management, facilities administration, or a related field.

• Minimum of 3 years of customer service or hospitality experience, with a demonstrated ability to deliver exceptional, personalized service.
• Demonstrated ability to exercise independent judgment and discretion in managing office and facilities matters.
• Strong organizational, analytical, and problem-solving skills; ability to manage multiple priorities and interruptions.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience reviewing and coordinating contracts or vendor agreements.
• Knowledge of basic building systems and facilities operations.
• Ability to respond to emergencies during non-business hours as required.

PHYSICAL DEMANDS:

While performing the standard duties of this job, the employee can expect light physical exertion with long periods of sitting, occasional standing and walking; limited bending, crouching, stooping, stretching, reaching, or similar activities; occasional lifting/moving of items up to 25 pounds. The ability to communicate effectively in person, over the telephone, or by email, depending upon the nature of the task you are performing, is essential to fulfilling the duties of this position.