Associate.Office Services – Chicago

Associate Office Services

Job Summary:

The primary function of this position is to provide overall coordination of office support services and related activities including reception/concierge support, mail, purchasing of supplies, catering, events planning, vendor relations, and equipment maintenance. The Associate Office Services also acts as a liaison between clients, employees, facilities staff, and office management. In performing the essential functions of this role, the work environment is fast-paced, moderately noisy and team-based.

Key Responsibilities:
Essential duties and responsibilities include the following and others as assigned:

I. Office Coordination/Management:

· Courteously greets clients, Sapient employees, vendors and other visitors; determines their needs and directs them to the appropriate person, team or office;
· Courteously answers telephones, handles calls, routes them to appropriate individuals or takes messages;
· Opens and/or closes office and ensures appropriate security measures;
· Manages the reception area to ensure effective telephone and personal communication both internally and externally, and maintains a professional image (e.g., flowers, marketing materials, daily schedule, business periodicals, etc.);
· Builds relationships with internal and external clients at all levels;
· Pages persons as requested and monitors paging system;
· Manages requests for building and office keys or access cards and distributes/activates or collects/deactivates keys or access cards as needed;
· Manages overall mail processes (external and interoffice);
· Ensures that office equipment (e.g., fax machines, postage meter, photocopiers, etc.) is operable and coordinates maintenance as needed;
· Arranges transportation for visitors and clients as needed;
· Develops and manages processes and procedures for maximum efficiency of internal operations and office equipment;
· Contacts building management with facility issues.

II. Vendor Relations/Ordering :

· Builds and manages relationships with vendors;
· Tracks deliveries, messenger services, and coordinates packages/shipping procedures;
· Negotiates and manages the purchasing of office supplies, catering, beverages, furniture, office equipment, etc. in accordance with company purchasing, policies and budgetary considerations;
· Manages and leverages vendor relationships to maximize internal delivery and cost consciousness.

III. Company Contribution:

· Coordinates and performs overall project and internal team support services;
· Participates in, and assists with, company events as needed.

Job Requirements:

Education:
High School Diploma or GED required. Associates or Bachelor degree preferred.

Experience Guidelines:

· Work requires knowledge of business and an excellent command of the English language: One to two years related professional work experience and/or training; or equivalent combination of education and experience;
· Must have a professional manner as well as a high level of interpersonal skills to handle time-sensitive and stressful situations. Position continually requires demonstrated poise, tact, and diplomacy;
· Some analytical ability is required in order to gather and summarize information, find solutions to various tactical and/or strategic problems, and prioritize work;
· Working knowledge of mail processes such as postage machine, FedEx, and UPS;
· Ability to evaluate priority and multi-task accordingly; Ability to write business correspondence and create reports; Ability to effectively present information and respond to questions from all levels of Sapient staff and visitors;
· Ability to understand and carry out instructions furnished in written, oral, or diagram form; Ability to use word processing, spreadsheets, and e-mail software.

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role, which include hearing, speaking, typing, and occasionally moving and/or lifting up to 30 pounds.

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