Office Services Administrator at Lockwood Andrews & Newnam

Full-timeDescriptionResponsible for all office services for the local office and provides remote support for other offices as assigned. Functions include but are not limited to reception facilities meals and events office administration and culture building. At times sensitivity to confidential matters will be required.This position works in the office from the physical workspace 100% of working hours. Regular hours are determined by the specific business needs of the office but are generally 8:00am 5:00pm daily Monday Friday. There will be an occasional requirement to come in early and/or stay late based on needs.ReceptionServes as an ambassador of the LAN brand and the Clients first impression of the Company.Answer incoming phone calls for local and assigned offices provide coverage for other team members during breaks and time offGreet and provide hospitality to guests and vendors; ensure the lobby is ready to host guestsEnsure all guests register through the firm visitor log; escalate any issues to ITProvide information and coordinate parking for guestsReceive/retrieve and distribute all incoming mail and packagesAct as point person to ship out any packages for the officeFacilitiesResponsible for opening/closing the office - make coffee coffee bar maintenance empty dishwasher stock kitchens/lounges/supply rooms start up appliances and printersKeep office tidy coordinate issues with third-party cleaning company as requiredManage conference rooms - booking set up maintenance resolve conflictsAssist IT as needed with light IT work/server rooms-network roomClean and maintain kitchen equipmentEnsure refrigerators are regularly cleaned out; communicate with the staff as neededAssist IT with printer maintenance/ARC relationsResponsible for all property management relations - submit maintenance tickets access card and building amenity communicationsEnsure compliance with all building policies and procedures (security fire safety etc)Maintain and manage inventory for storage space (as applicable)Update floor plans and office directoryUpdate emergency plansEnsure AED equipment is regularly maintained (as applicable)Meals and EventsSubmit orders for catering and deliveriesEvent management - planning vendor coordination comms to staff budget management day of executionTrack food restrictions (allergies or other reasons)Provide full-service meal management including but not limited to:Follow up on orders 48 hours and 24 hours prior to eventSend updates to team members notify of delaysFood and Beverage set up and breakdownOrganize attendance and track costsSubmit invoices and attendance lists to AccountingAdministrativeConduct inventory of office suppliesCoordinate with IT for any desk equipment requestsTracks the checkout/return of office equipment (Projectors cameras laptops hotspots etc.)Organize and track vendor informationReview and track invoicesCreate and maintain local office procedures and processes as necessaryArranges travel as neededAssist out-of-town guestsManage office calendar (Events OOO Remote Work)Manage file archivingCoordinate phone coverage with the teamAssist Office Services team People Operations and Marketing teams with special projectsResponsible for ordering and restocking supplies including but not limited to:Snacks beverages and condimentsPlates cups napkins and cutleryPaper products and cleaning suppliesOffice supplies stationery/branded items printer/plotter accessories mailing equipment business cardsPPE hard hat stickers and field bagsFirst AidCulture BuildingBuilds a positive culture of responsibility accountability and professionalism while having funCommunicate to the staff regarding office events/activities and facilities announcementsManage and track swag for local and assigned officesWork closely with Studio Leader and Hiring Manager to create an exceptional onboarding experience including but not limited to:Coordinate scheduleSet up access cardsClean and set up desk with basic office supplies and swagSet up name platesOrder business cardsSet up travel profilesAssist with scheduling headshotsAssist with offboarding procedures including but not limited to:Disable access cardsBreak down desk restock office supplies and identify personal items; work with People Operations to ship any personal itemsAssist with continuing education tasks including but not limited to:Licensure maintenanceCertificate of completionSchedule vendor presentations CEU Lunch n Learns and happy hoursSchedule library updatesGreet vendors and help with set upRequirementsAttention to detail while also holding the ability to multi-taskComfortable working with all employee levelsStrong and proactive communicator both upward and downwardExcellent time management skillsExperience working in a team environment with collaborationAbility to use sound judgement to make decisions within scope of responsibilitiesSolution oriented mindsetPassion for creating an employee focused work environmentFlexible attitude with the ability to pivot as neededComfortable and proficient with technologyMinimum of 3 years experience in office services Lockwood Andrews & Newnam Inc. (LAN) is an Equal Opportunity Employer and gives consideration for employment to qualified applicants for employment without regard to race color religion age sex sexual orientation gender identity national origin citizenship disability status protected veteran status genetic information or any other characteristic protected by federal status or local laws and to prohibit discrimination and harassment based on any of these factors. Lockwood Andrews & Newnam Inc. is committed to ensuring equal employment opportunity including providing reasonable accommodations to individuals with a disability. Applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may contact the Human Resources Department at or by email using . For more information about your rights under the law see: Know Your RightsRequired Experience:Unclear Seniority Key Skills Office Manager Experience,Microsoft Office,Data Entry,Microsoft Outlook,Microsoft Word,QuickBooks,Office Experience,Microsoft Excel,Filing,Administrative Experience,Microsoft Outlook Calendar,Bookkeeping Employment Type : Full-Time Experience: years Vacancy: 1