Contract Office Services Specialist

Dallas, Texas 75240

Job ID: 11767 Category: Professional

Job Description: 

  • 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 and administers the new hire seating and supply set-up kits.
  • Ensures name plates are ordered and correctly updated.
  • Coordinates office furniture maintenance and key inventory.
  • Maintains vendor services for stocking break room supplies such as beverages and kitchen items.
  • 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.
  • Performs the setup, disassembly, and general upkeep of Client conference and training rooms.
  • Delivers and sets up mobile video conferencing unit for all internal meetings.
  • Ensures conference and training rooms are cleaned and that all furniture and equipment is replaced to its original order after meetings conclude.
  • Coordinates off-site records storage program.
  • Coordinates copier meter readings and reporting for maintenance billing.
  • Processes invoices and validations for visitor parking at Client facilities.
  • Processes incoming equipment service requests and supply orders.
  • Reviews and promptly completes Track-It Resolution tickets and follows up with customer.
  • Communicates with property management for resolving landlord-related service items.
  • 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.
  • Maintains regular attendance.
  • 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.
  • 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.

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