Career Opportunities

IRC14571 - Office Services Assistant

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Brief Posting Description

Working under the supervision of the Office Services Lead, the full-time Office Services Assistant oversees and manages all office procedures and other tasks as assigned by the Office Services Lead.

Detailed Description

  • Open, sort, and distribute all incoming correspondence, including faxes and email.

  • Sign for and distribute UPS/FedEx/USPS or similarly delivered packages.

  • Deliver/pickup all in house mail.

  • Coordinate, set up, and break down meeting rooms and training rooms.

  • Organize and assist in employee office moves and new office setups.

  • Collect and maintain inventory of office equipment, furniture and supplies

  • Research, price and purchase office furniture, equipment and supplies

  • Arrange for the repair and maintenance of office equipment.

  • Support staff in assigned project-based work.

  • Assist with overall maintenance of the organization and its offices.
  • Organizes and implements all setups required (including food, drinks and supplies) for requested events and sends confirmation of receipt to requesting party.

  • Maintains a calendar of events detailing upcoming functions.

  • Responsible for greeting and supervision of outside contract catering staff and providing them with layouts and timelines of scheduled events.

  • Processes payment of catering charges utilizing Newfield P-Card and maintains receipts for food and supplies.

  • Reconciles monthly P-Card statement and submits to Manager for approval.
  • Receptionist duties whenever necessary.

  • Stock receptionist area with coffee and related supplies on a daily basis.

  • Maintains, issues and tracks temporary badges for Newfield direct employees.

  • Performs other security and office services related duties as required or requested.

  • Ensures the reception station is staffed 100% of the time.

  • Task list responder for Office Services.

 

Job Requirements

  • 2+ years experience in an administrative assistant role which includes meeting/event planning, setup.  Or 2+ years as a corporate meeting/event planner, meeting scheduler or similar type of service.

  • Some experience with corporate receptionist duties; including badge issuance and maintenance preferred.

  • Computer literacy, with ability to operate MS Office applications.

  • Superior customer service and verbal and written communication skills.

  • Excellent problem solving skills

  • Excellent organizational skills, attention to detail, and results-oriented are necessary.  Also, able to prioritize, multi-task, and work efficiently, independently, as well as, cooperatively in a fast-paced environment under ever changing conditions.

  • Must be able to lift up to 30 pounds.
  • Ability to work overtime and weekends when requested

Additional Details

How To Apply

This job posting is no longer active

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