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Key Responsibilities and Required Skills for Office Services Assistant

💰 $33,000 - $45,000 / year

AdministrationOffice ServicesFacilitiesOperations

🎯 Role Definition

The Office Services Assistant provides essential day-to-day support to maintain a professional, safe, and productive office environment. This role combines front-desk reception duties, mailroom and shipping coordination, inventory and supplies management, basic facilities and vendor coordination, event and meeting support, and light administrative bookkeeping. The Office Services Assistant is the hub for office logistics, ensuring that employees, visitors, and internal teams have the supplies, space, and services required to operate efficiently.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Receptionist
  • Administrative Assistant
  • Mailroom/Shipping Clerk

Advancement To:

  • Office Manager
  • Facilities Supervisor / Coordinator
  • Operations Coordinator

Lateral Moves:

  • Administrative Coordinator
  • HR Assistant (onboarding & employee services)
  • Procurement / Purchasing Assistant

Core Responsibilities

Primary Functions

  • Greet visitors, manage the front desk and provide professional reception services, including visitor sign-in, badge issuance, and courteous direction to employees and meeting spaces; serve as the primary in-person contact for first impressions of the organization.
  • Manage multi-line phone systems and general inboxes, answer and route calls, take accurate messages, and respond to routine inquiries with a customer-focused approach to ensure internal and external stakeholders receive timely assistance.
  • Oversee the incoming and outgoing mailroom operations, including sorting, distributing interoffice mail, coordinating courier pickups and deliveries, preparing packages for shipment, and maintaining accurate tracking records for parcels and freight.
  • Coordinate conference room scheduling and setup, including AV equipment checks, seating arrangements, refreshments, and post-meeting room reset to guarantee seamless meetings and professional guest experiences.
  • Maintain office supply inventory and procurement processes: forecast consumption, place purchase orders, negotiate with suppliers for best pricing and delivery terms, and ensure timely restocking of consumables and branded materials.
  • Track, receive, and process office equipment and furniture deliveries; inspect shipments for damage, coordinate returns or repairs, update asset registers, and work with facilities or vendors to complete installations safely and efficiently.
  • Manage relationships with building management, vendors, and service providers for janitorial services, security, landscaping, pest control, and HVAC support; monitor contract performance, schedule routine maintenance, and escalate service issues as needed.
  • Process invoices and expense documentation for office services, code transactions for accounts payable, maintain petty cash logs, and coordinate with finance to reconcile monthly office-related expenditures and departmental budgets.
  • Maintain and update accurate office records including key control, employee seating plans, supply usage logs, vendor contact lists, and inventory databases to provide auditable and searchable office service information.
  • Assist in onboarding logistics for new hires: prepare workspaces, order IT peripherals and access badges, provide facility orientation, and coordinate collection of required paperwork to create a positive new-employee experience.
  • Implement and uphold workplace safety and emergency preparedness procedures: maintain first-aid kits, post evacuation plans, coordinate fire drills, track safety training schedules, and act as a point person for incident reporting.
  • Troubleshoot basic office equipment (printers, copiers, scanners, projectors) and coordinate timely repairs with vendors or IT; maintain service call logs and perform simple preventive maintenance tasks.
  • Support facility moves and space reconfigurations: assist with packing, labeling, coordinating movers, updating floor plans and occupancy lists, and communicating changes to affected teams to minimize disruption.
  • Prepare and produce standard office documents and signage, such as office-approved templates, nameplates, visitor instructions, directional signage, and event materials, ensuring brand consistency and clear communication.
  • Oversee recycling and waste reduction programs, including coordination of specialty recycling (electronics, batteries, confidential shredding) and working with vendors to maintain sustainability goals.
  • Maintain confidentiality and secure handling of sensitive documents and packages; support records retention policies and coordinate secure shredding or disposal of confidential materials.
  • Coordinate small on-site events and employee services such as office celebrations, recognition events, and guest catering, including vendor coordination, setup, and post-event clean-up.
  • Assist HR and other departments with ad-hoc administrative tasks such as scheduling interviews, scanning and archiving personnel documents, and supporting internal compliance audits related to office operations.
  • Maintain a roster of spare office keys, access cards, and badge provisioning; handle access requests and coordinate with security or building management for access control and badge deactivation.
  • Monitor and report on office service metrics (supply usage, mail volumes, vendor SLA compliance, equipment downtime) to identify opportunities for process improvements and cost savings.
  • Provide backup administrative support across departments (reception coverage, mailroom help, basic data entry) during peak periods, absences, or when projects require cross-functional assistance.

Secondary Functions

  • Support ad-hoc process documentation and continuous improvement initiatives for office services workflows, checklists, and vendor onboarding procedures.
  • Assist facilities or operations teams with light maintenance tasks (assembling furniture, changing light bulbs, ensuring signage is visible) or coordinate contractors when specialized repairs are required.
  • Participate in special projects such as office relocations, workplace redesigns, and sustainability initiatives, contributing logistics planning and supplier coordination.
  • Help maintain and reconcile the office services budget by preparing monthly spend summaries, flagging overages, and proposing cost-saving alternatives for routine purchases.
  • Conduct periodic audits of supplies, equipment, and shared spaces to ensure compliance with company policies and recommend corrective actions where needed.
  • Support IT and AV teams by preparing meeting spaces for hybrid meetings, testing conferencing software and hardware, and escalating technical issues proactively.
  • Maintain a vendor contact library with current contracts, service level agreements (SLAs), and escalation paths to accelerate response times and vendor accountability.
  • Assist with procurement tasks including obtaining quotes, tracking PO statuses, and coordinating delivery windows to align with business needs.
  • Provide input on office policy updates relating to workplace etiquette, meeting room usage, remote-worker desk booking, and visitor protocols.
  • Act as a backup coordinator for emergency responses when primary facilities staff are unavailable, ensuring continuity of essential services.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable managing shared calendars and meeting invites.
  • Experience with Google Workspace (Gmail, Calendar, Drive) and document collaboration tools.
  • Familiarity with office inventory management systems, procurement workflows, and basic purchase order creation.
  • Practical knowledge of mailroom operations, courier services, shipping documentation (UPS/FedEx), and package tracking processes.
  • Basic bookkeeping skills: invoice processing, petty cash reconciliation, expense coding, and supporting accounts payable.
  • Working knowledge of workplace safety protocols, emergency preparedness, and incident reporting procedures.
  • Competence in common office equipment troubleshooting (printers, copiers, scanners, projectors) and initiating vendor service requests.
  • Proficiency with visitor management systems, key/access control procedures, and badge provisioning platforms.
  • Ability to read and interpret vendor contracts and service level agreements; familiarity with vendor performance tracking.
  • Comfortable using ticketing or facilities management systems (e.g., ServiceNow, FM:Systems, or similar) to log and track service requests.

Soft Skills

  • Strong customer service orientation with professional, friendly, and discreet interpersonal style when interacting with employees, executives, and external visitors.
  • Excellent verbal and written communication skills for coordinating vendors, preparing notices, and liaising across departments.
  • High attention to detail and organizational aptitude for maintaining accurate records, inventories, and scheduling.
  • Strong time management and prioritization skills to manage competing requests and fast-paced office demands.
  • Problem-solving mindset with the ability to escalate issues appropriately and propose practical solutions.
  • Reliability and integrity in handling confidential materials and making independent decisions when needed.
  • Adaptability and flexibility to handle changing priorities, office events, and occasional physical tasks like moving supplies.
  • Team player attitude with the ability to collaborate across facilities, IT, HR, and finance stakeholders.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent.

Preferred Education:

  • Associate degree, vocational certificate, or coursework in Business Administration, Office Management, Facilities Management, or related field.

Relevant Fields of Study:

  • Business Administration
  • Facilities Management
  • Office Administration
  • Hospitality Management
  • Logistics / Supply Chain Basics

Experience Requirements

Typical Experience Range:

  • 1–3 years of administrative, reception, mailroom, or facilities support experience.

Preferred:

  • 2–5 years of progressive experience supporting office services, facilities coordination, or administrative operations in a medium-to-large office environment.
  • Demonstrated experience with vendor coordination, inventory management, and basic bookkeeping is a plus.
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