Office Services Administrator

Summit, NJ 07901

Posted: 02/04/2020 Industry: Clerical Job Number: 9447

Job Description


  • Coordinate maintenance of physical space, including external contractors, and vendors, and performing quality control inspections

  • Coordinate use of physical space, including assisting in space planning and seating assignments and regularly updating floor

  • Coordinate building services where applicable, including janitorial, mailroom, copy machines, security, badging, and property management

  • Oversee supply inventory (e.G., office supplies, printer toner, business cards, IT parts), including processing purchase orders as appropriate

  • Oversee conference room set-up and A/V requirements

  • Act as liaison with building management in select aspects of facilities administration, i.E., HVAC, electrical, lighting, etc.

  • Operate the Duplicating Department equipment properly, including color and black & white photocopy machines, laminator, poster printing machine, bindering, scoring machine, wall mounted foam board cutter, CD burner, and the passport camera

  • Provide assistance in meeting peak work demands in the Duplicating department (including overflow, unscheduled, and walk-in work) as requested

  • Work collaboratively with client service teams to schedule jobs, providing necessary overtime support if required

  • Actively work with the Graphics department to raise the level of customer service between departments

  • Maintain and track chargebacks for internal accounting recoveries

  • Provide direct assistance and back-up support to department manager and teammates across range of office services areas

  • Plan and execute on- and off-site office events, working with relevant committees, travel staff, hotels, and vendor

  • Coordinate security procedures, including programming office badges, maintaining security database, and monitoring visitor access


  • Demonstrated strong service-oriented approach and excellent team working/interpersonal skills

  • Excellent knowledge and operating skills of printing equipment; with strong experience with binding and laminating equipment and international best practices in the area

  • Proven capabilities to prioritize requests and manage deadlines

  • Highly attentive to details with a sharp eye for consistency and a clear commitment to achieve the highest quality standards

  • Confidence to interact well with people at all levels of skill and tenure

  • Positive attitude towards work and a demonstrated willingness to learn new techniques

  • Ability to handle highly sensitive confidential materials

  • Proven ability to perform well under pressure

  • Flexible working attitude

  • Strong work ethic

  • Good computer skills using MS Office Applications (PowerPoint, Excel, Word)

  • Flexibility to work overtime, as needed

  • 3-5 years of experience in office services or printing/duplicating, or similar professional environment

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