Why Ryan?

Hybrid Work Options

Award-Winning Culture

Generous Personal Time Off (PTO) Benefits

14-Weeks of 100% Paid Leave for New Parents (Adoption Included)

Monthly Gym Membership Reimbursement OR Gym Equipment Reimbursement

Benefits Eligibility Effective Day One

401K with Employer Match

Tuition Reimbursement After One Year of Service

Fertility Assistance Program

Four-Week Company-Paid Sabbatical Eligibility After Five Years of Service

The Office Services Specialist performs various Facilities related duties, including managing mail shipping and receiving; stocking and ordering office supply inventory; assisting in new hire seating and internal moves; performing setup, disassembly, and general upkeep of conference and training rooms; maintaining and stocking break and vending rooms; managing office equipment maintenance; and performing other tasks associated with supporting office needs.

Please note, this position requires you to be in office 5 days a week.

Duties and Responsibilities aligned with Key Results:

People

Coordinates and administers the new hire seating and supply set-up kits.Ensures name plates are ordered and correctly updated.Communicates with property management for resolving landlord-related service items.

Client

Performs mail-center duties, including USPS, certified mail, and business reply mail and maintains accurate receipt and shipping signature logs.Delivers outgoing mail to the post office daily.Reconciles postage usage and maintains spreadsheets and reports related to postage utilization.Maintains resource room equipment, providing minor repairs and placement of service calls to vendors as needed; ensures equipment is properly functioning and all consumable supplies are always in stock; and follows up with vendors on service issues.Receives and processes office supply and stationery inventory and orders supplies.Maintains printer and copier toner inventory, ordering, restocking, and installation process.Escorts vendors in facility for deliveries and service-related matters.Organizes and stocks marketing literature/brochures in resource rooms and provides inventory levels to Marketing for reordering purposes.Coordinates office furniture maintenance and key inventory.Maintains vendor services for stocking break room supplies such as beverages and kitchen items. Performs the setup, disassembly, and general upkeep of Ryan conference and training rooms.Delivers and sets up mobile video conferencing unit for all internal meetings.Coordinates off-site records storage program.Coordinates copier meter readings and reporting for maintenance billing.Processes invoices and validations for visitor parking at Ryan facilities.Processes incoming equipment service requests and supply orders.Reviews and promptly completes Track-It Resolution tickets and follows up with customer.

Value

Ensures that the office space, particularly common areas, is maintained at a high level of tidiness and conducts daily walk-through of space during the day to ensure all areas are organized and professional in appearance.Ensures conference and training rooms are cleaned and that all furniture and equipment is replaced to its original order after meetings conclude.Assists with and participates in fire safety procedures as directed by Facilities Manager.Identifies existing and potential issues, efficiency bottlenecks, and customer-service deficiencies and recommends improvements to better support co-worker customers.Performs other duties and projects as assigned.

Education and Experience:

High-school diploma or general equivalency diploma (GED) is required with two to three years office support experience preferred.  Customer service experience required.

Other Skills and Abilities:

Experience handling multiple projects and supporting multiple locations.Ability to use discretion and good judgment in prioritizing daily tasks.Ability to work effectively with limited supervision.Maintains regular attendance.Must be detail oriented.Above average verbal and written communication skills.Mathematic skills, including basic algebra.

Computer Skills:

To perform this job successfully, an individual must have basic knowledge of Microsoft® Word, Excel, Outlook, and Access, as well as the ability to use order processing software.

Certificates and Licenses:

Valid driver’s license required.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Work Environment:

Standard indoor working environment and occasional off-site work to handle backup mail duties.Regularly required to sit for extended periods of time.Frequently required to stand, walk, and use business equipment daily, such as P.C., copier, fax, telephone, etc.Must be able to lift, carry, push, or pull up to 50 lbs. Position requires regular interaction with employees at all levels of the Firm and interface with external vendors as necessary.Independent travel requirement: up to 10%.

Equal Opportunity Employer: disability/veteran