Office Services Specialist

The Office Services Specialist partners as liaison to Sr. Office Services/Facilities Manager (SSOFSM) to coordinate and execute onsite office services and facility related tasks to ensure processes and performance are aligned with company and department expectations. The incumbent also supports executives by performing some administrative tasks. Responsible for both the Naples and Bonita Springs locations and other offices as assigned. Travel as needed to assigned locations.

RESPONSIBILITIES:

• Collaborate with SOFSM regarding the day-to-day onsite visual evaluations and needs for facility maintenance and repair of buildings, grounds, and associated equipment. Includes entering all facilities tasks into Facility Request system.
• Assist SOFSM with obtaining proposals, scheduling, and overseeing external vendors that install, inspect, repair, and maintain building systems, including mechanical, electrical, plumbing, HVAC, safety, landscaping, janitorial services and waste management.
• Partner and provide reporting to SOFSM regarding meeting health and safety standards within all parameters of office services and facilities management.
• Maintain front desk operations, visitor access and customer equipment returns at Naples location.
• Keep financial and non-financial records related to all building, property and equipment purchases and required maintenance.
• Captain local security systems and call-in service as needed.
• Order, organize and maintain inventory of all office supplies, equipment, furnishing, breakroom, printer, and janitorial supplies for assigned locations.
• Process mail including sorting and distribution of incoming mail/parcels, outgoing mail along with postage meter use and management of funds as well as USPS/UPS as needed.
• Partner with Director of Facilities Operations and SOFSM on seating assignments, set up and other needs for new hires and separations. Maintain all assignments in spreadsheets and on floor plans.
• Distribution of new hire property, access fob, ID’s, and uniforms.
• Local liaison for uniform management and distribution.
• Partner with corporate hurricane/emergency management team as onsite liaison as needed.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Manage local tenant requests in partnership with Director of Facilities Operations and SOFSM.
• Collaborate with corporate personnel for local event planning as needed.
• Resolve all office services and facilities needs promptly and efficiently.
• Maintain confidentiality and protect operations by keeping information confidential.
• Other duties as required or assigned.

MINIMUM QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Minimum high school diploma or its equivalent required
• Demonstrated ability and a minimum of 3 years’ experience supporting office facilities.
• Ability to travel up to 50%
• Exceptional customer service skills
• Strong organizational skills with the ability to meet deadlines, work under stress and be able to multitask
• Computer literacy required with proficiency in Microsoft Office products including Excel, Word, and PowerPoint

BENEFITS:

We truly appreciate and value all our employees and show our appreciation by offering a wide range of benefits, including:

• Comprehensive Healthcare/Dental/Vision Plans
• 401K Retirement Plan with Company Match
• Paid Vacation, Sick Time, and Additional Holidays (including your Birthday!)
• Paid Volunteer Time
• Paid Parental Leave
• Hotwire Service Discounts – for employees who live on a property serviced by Hotwire.  Discounted service offerings are provided for high-speed internet, video service, phone, and security service
• Employee Referral Bonuses
• Exclusive Entertainment Discounts/Perks

 

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Hotwire provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.