Office Services Administrator

The Office Services Administrator will be responsible for the distribution and sorting of mail and provide office services to all associates in the Miami HQ. This position will work under the direct supervision of the Office Manager and requires the Office Services Administrator the ability to work diligently to help maintain smooth office operations. The ideal candidate must be reliable and hardworking with great communication skills and familiar with office equipment and procedures.

Mail Room

• Incoming overnight packages deliveries

Responsible for receiving, scanning and distributing all packages received daily on a timely manner. The Office Services Administrator will also be held responsible for obtaining signatures for all overnight packages being delivered.

• Incoming US Mail

Responsible for receiving and distributing all US mail the same day it is received. The Office Services Administrator will also be held responsible for obtaining signatures for all Parcels and USPS priority packages being delivered.

• Interoffice Mail

Responsible for pickup and delivery of interoffice mail throughout the corporate campus.

• Overnight shipments

Responsible for overnight shipments to divisions based on set scheduled.

• Outgoing Mail

Responsible for processing all outgoing USPS mail, including certified mail.

Pickup up outgoing mail, including overnight mail, throughout the campus and ensuring it is ready for pickup by FedEx or UPS.

Office Services

• Office Supplies

Responsible for distribution of office supplies upon delivery.

• Kitchen Supplies

Responsible maintaining inventory and ordering kitchen supplies.

The Office Services Administrator is responsible for ensuring that all kitchens are fully stocked on a daily basis.

The Office Services Administrator is also responsible for ensuring the executive kitchen and refrigerator are fully stocked every evening before they leave for the day, and first thing in the morning.

• Meeting Rooms

Responsible for setting up meeting rooms for scheduled meetings on a daily basis.

Other

• Assist Office Manager during office relocations


• Perform various “handy man” tasks around the office, as needed

i.e. repair desks, hang pictures, move furniture, replace light bulbs in work stations, etc.

• Assist in setting up for company events.


• Responsible for weekly walk through of the property and report light fixtures needing to be replaced and any other building maintenance issues noted during the walk through, to the building management office.

• Responsible for placing service calls for Mail Room equipment and ensuring equipment is in good working order at all times.


• Walk campus with Shred It representative on a weekly basis as they come to pick-up from the bins.

In addition to these responsibilities, it is the Office Services Administrator’s responsibility to always be available to assist all associates in the campus with last minute tasks, such as moving furniture, lifting boxes, etc.

#CB

Education and Experience Requirements:

• 1-3 years of experience in mailroom and office services, preferred.

Physical Requirements:

This is a position which requires the incumbent frequent walking, standing and climbing of stairs in/around homes, models and properties. Must also have the ability to operate computer equipment, speak, hear, bend, stoop, reach, lift, and move and carry up to 50 lbs. Finger dexterity is necessary.

Additional Requirements:

• Basic knowledge of Microsoft Office, most importantly, Excel and Word preferred


• Good communication and organizational skills


• Must have sense of urgency


• Great attitude and willingness to help


• Must be willing to work overtime as needed.


• Position requires reliable, consistent and punctual attendance.

This description outlines the basic responsibilities and requirements for the position noted. This is not a comprehensive listing of all job duties of the Associates. Duties, responsibilities and activities may change at any time with or without notice.