Why Ryan?

• Hybrid Work Options

• Award-Winning Culture

• Generous Personal Time Off (PTO) Benefits

• 14-Weeks of 100% Paid Leave for New Parents (Adoption Included)

• Monthly Gym Membership Reimbursement OR Gym Equipment Reimbursement

• Benefits Eligibility Effective Day One

• 401K with Employer Match

• Tuition Reimbursement After One Year of Service

• Fertility Assistance Program

• Four-Week Company-Paid Sabbatical Eligibility After Five Years of Service

The Office Services Specialist performs various Facilities related duties, including managing mail shipping and receiving; stocking and ordering office supply inventory; assisting in new hire seating and internal moves; performing setup, disassembly, and general upkeep of conference and training rooms; maintaining and stocking break and vending rooms; managing office equipment maintenance; and performing other tasks associated with supporting office needs.

Please note, this position requires you to be in office 5 days a week.

Duties and Responsibilities aligned with Key Results:

People

• Coordinates and administers the new hire seating and supply set-up kits.
• Ensures name plates are ordered and correctly updated.
• Communicates with property management for resolving landlord-related service items.

Client

• Performs mail-center duties, including USPS, certified mail, and business reply mail and maintains accurate receipt and shipping signature logs.
• Delivers outgoing mail to the post office daily.
• Reconciles postage usage and maintains spreadsheets and reports related to postage utilization.
• Maintains resource room equipment, providing minor repairs and placement of service calls to vendors as needed; ensures equipment is properly functioning and all consumable supplies are always in stock; and follows up with vendors on service issues.
• Receives and processes office supply and stationery inventory and orders supplies.
• Maintains printer and copier toner inventory, ordering, restocking, and installation process.
• Escorts vendors in facility for deliveries and service-related matters.
• Organizes and stocks marketing literature/brochures in resource rooms and provides inventory levels to Marketing for reordering purposes.
• Coordinates office furniture maintenance and key inventory.
• Maintains vendor services for stocking break room supplies such as beverages and kitchen items. 
• Performs the setup, disassembly, and general upkeep of Ryan conference and training rooms.
• Delivers and sets up mobile video conferencing unit for all internal meetings.
• Coordinates off-site records storage program.
• Coordinates copier meter readings and reporting for maintenance billing.
• Processes invoices and validations for visitor parking at Ryan facilities.
• Processes incoming equipment service requests and supply orders.
• Reviews and promptly completes Track-It Resolution tickets and follows up with customer.

Value

• Ensures that the office space, particularly common areas, is maintained at a high level of tidiness and conducts daily walk-through of space during the day to ensure all areas are organized and professional in appearance.
• Ensures conference and training rooms are cleaned and that all furniture and equipment is replaced to its original order after meetings conclude.
• Assists with and participates in fire safety procedures as directed by Facilities Manager.
• Identifies existing and potential issues, efficiency bottlenecks, and customer-service deficiencies and recommends improvements to better support co-worker customers.
• Performs other duties and projects as assigned.

Education and Experience:

High-school diploma or general equivalency diploma (GED) is required with two to three years office support experience preferred.  Customer service experience required.

Other Skills and Abilities:

• Experience handling multiple projects and supporting multiple locations.
• Ability to use discretion and good judgment in prioritizing daily tasks.
• Ability to work effectively with limited supervision.
• Maintains regular attendance.
• Must be detail oriented.
• Above average verbal and written communication skills.
• Mathematic skills, including basic algebra.

Computer Skills:

To perform this job successfully, an individual must have basic knowledge of Microsoft® Word, Excel, Outlook, and Access, as well as the ability to use order processing software.

Certificates and Licenses:

Valid driver’s license required.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Work Environment:

• Standard indoor working environment and occasional off-site work to handle backup mail duties.
• Regularly required to sit for extended periods of time.
• Frequently required to stand, walk, and use business equipment daily, such as P.C., copier, fax, telephone, etc.
• Must be able to lift, carry, push, or pull up to 50 lbs. 
• Position requires regular interaction with employees at all levels of the Firm and interface with external vendors as necessary.
• Independent travel requirement: up to 10%.

Equal Opportunity Employer: disability/veteran