Receptionist $28-$30

About the job

The Office Services Associate assumes a pivotal role in ensuring the smooth functioning of office operations by delivering comprehensive support services, including back-office support, hospitality, mail handling, and reprographics. Reporting to the Lead Office Services Associate or the Client Relations Manager, this position bears significant responsibility for maintaining a professional and efficient office environment.

Essential Job Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Each core function will outline the percentage of time and frequency the task is performed.

Categories

Essential Job Functions

Office Service Associate

Day to day Account Management

Act as the primary liaison between the client and Forrest Solutions, ensuring seamless communication and fostering positive relationships.

Oversee the day-to-day operational requirements, promptly addressing client requests, inquiries, and issues to ensure unwavering client satisfaction.

Uphold the professional image of the office by ensuring proper signage, up-to-date communication materials, and an organized and aesthetically pleasing environment.

Contribute actively to weekly leadership and senior management discussions, providing articulate reports on outcomes, challenges, and strategies to meet client objectives.

15%

Process & Procedures

Collaborate with the client organization to define robust policies, procedures, standards, and tolls that align with business goals and drive operational excellence.

Identify and monitor Key Performance Indicators (KPI), ensuring adherence to all Service Level Agreement (SLA) requirements.

Apply project and change management methodologies to identify and implement process improvement opportunities in a service-oriented environment.

Regularly update and maintain the Site Operations Manual/Playbook to ensure accurate and comprehensive documentation of operational processes.

10%

Client Experience/ Satisfaction

Foster enduring client relationships, actively seeking avenues to enhance and sustain high levels of customer satisfaction through prompt and effective issue resolution.

Conduct regular inspections of the office space to ensure optimal appearance and condition, providing a welcoming and professional environment for all stakeholders.

Demonstrate attentive customer service by promptly addressing complaints, questions, concerns, and suggestions, while conducting thorough quality assurance follow-ups.

Extend utmost courtesy and urgency in welcoming and assisting guests, going beyond the front desk to open doors and embodying the highest standards of hospitality.

Promote and support the client’s hoteling culture and mobile working practices by providing assistance to guests and visitors in securing appropriate workspace, actively managing room occupancy, and liaising with facility maintenance for timely upkeep of the space.

10%

Facilities

Execute interoffice moves, including furniture relocations and meticulous meeting setups, ensuring seamless transitions and optimized space utilization.

Contribute to facilities maintenance efforts by proficiently performing various tasks such as sheet rocking, plastering, light carpentry, and light fixture maintenance.

Prioritize the sanitization of designated areas, upholding building maintenance standards, diligently replenish supplies, ensuring proper signage implementation, and address any cleaning requirements promptly and efficiently.

10%

Mail

Facilitate essential mail services, encompassing accurate sorting and distribution of interoffice mail, timely execution of internal mail runs, and proficient operation of postage equipment for outgoing mail processing.

Ensuring the preparation of specialized outgoing mail (e.g., certified registered) and the diligent collection of outgoing mail from designated internal zones

10%

Meeting Support

Maintain diligent oversight of all meeting rooms, ensuring punctual participant arrivals

10%

Print

Perform critical print services, including proficient copying, rigorous quality control checks, meticulous record log maintenance, precise binding, hole punching, stapling, and basic copier maintenance.

Ensure accurate reproduction of CD/DVD materials in response to customer requests or as part of an imaging project.

10%

Training

Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role.

5%

Position Requirements/Experience/ Education:

High school diploma or equivalent, college degree preferred

Minimum 1 year of experience

Ability to understand client inquiries and provide effective responses

Experience in using Microsoft Office products and applications

Understands the importance of delivering added value to clients

Team player who can keep a positive attitude, motivate peers, and build relationships

Ability to maintain confidentiality and security of any client information

Displays a pleasant and cheerful disposition at all times

Competencies: Client first mentality

Demonstrates accuracy and attention to detail

Detail orientated with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changing

Solid decision-making skills within the scope of the position

Ability to meet deadlines and work under pressure