The Office Services Specialist plays a pivotal role within the Office Services (Administration) Unit, responsible for the efficient maintenance and management of the New Visions Central Office. Reporting to the Office Manager, this position oversees various daily operations, including inventory management, office repairs coordination, vendor management, and event support.

Essential Job Functions

• Office Equipment Management: Maintain and ensure the functionality of office equipment such as copiers, fax machines, poster makers, and postage meters.
• Workstation Oversight: Manage workstation setups for new staff, maintain open workstations, and update office floor plans as needed.
• Office Supplies Maintenance: Oversee inventory of office supplies and small furniture/accessibility equipment.
• Office Cleanliness & Organization: Ensure cleanliness of common areas and conference rooms & conduct end-of-day office walkthrough and closing procedures.
• Storage Maintenance: Maintain organization and cleanliness of in-office closets and assigned basement storage area. 
• Maintenance and Repair Coordination: Coordinate routine maintenance and emergency repairs of equipment and internal systems; perform minor office repairs and installations.
• Invoice Management: Maintain an updated record of invoices from external partners and submit them for remittance on time. 
• Vendor and Contract Management: Coordinate office repairs and maintenance, including scheduling routine maintenance and emergency repairs; manage vendor relationships and contracts. 
• Facilities Communication: Handle facilities-related communications with building management and ensure necessary insurance certificates of insurance (COIs) are obtained for deliveries.  
• Service Desk Tickets: Maintain and respond to Zendesk service desk tickets promptly.
• Event Support: Assist in planning and executing small and large-scale office events (e.g., annual holiday party, all-staff meetings, and board of directors meetings)
• Ad Hoc Projects: Assist with ad hoc projects as they arise

Required Education and Experience

• B.A. or Associates degree
• 1 - 2 years experience in office environment

Required Knowledge and Skills:

• Friendly, approachable and professional demeanor
• Strong organizational skills with keen attention to detail
• Capacity to manage competing demands and priorities effectively
• Effective verbal and written communication skills
• Reliable and dependable in fulfilling job responsibilities
• Ability to maintain confidentiality with sensitive information
• Proficient with Google Docs, invoice management software, and Microsoft Office Suite, particularly Excel

Physical Requirements:

• Ability to lift, push, and pull up to 50 lbs

Disclaimer:

The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.  These statements are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

Our offices are currently operating in a hybrid model, with staff expected to work in person several days per week.   Additional details will be shared if selected for an interview.