Office Experience Assistant

Building/Equipment/Facilities/Maintenance

• Maintaining general cleanliness of office space (including conference rooms and common areas) on a daily basis

• Organizing and maintaining all public storage areas

• Assisting with coordination, set up, and cleanup of all office events

• Ensure offices and conference rooms are clean and equipped for use on a daily basis

• Assisting staff on use of office equipment

• Coordinating with building management on housekeeping/maintenance requests, visitor access, etc.

• Monitoring working order of office equipment and working with IT to place service calls when necessary

• Stocking paper daily on all printers and faxes

• Maintaining cleanliness of and inventory in Mother’s Room

• Maintaining good relationships with service vendors

Kitchen/Supplies

• Stocking food, drinks, and paper/plastic supplies in kitchen

• Tidying up kitchens and all common areas including running and emptying dishwasher

• Cleaning, setting up, and maintaining all appliances (coffee/espresso machines, refrigerators, microwaves, etc.)

• Receiving, stocking, and monitoring office supplies

• Keeping an organized central supply closet

• Stocking all printer stations with paper and toner cartridges daily

• Stocking conference rooms with paper, pens, etc.

• Maintaining inventory of all office supplies and reordering when necessary

• Coordinating, setting up, and taking down weekly all staff lunch

Document Handling

• Collecting and distributing mail, faxes, messages, paperwork, and other documents

• Sorting and processing all mailing services, including UPS/FedEx and general postage

  • Re-addressing undeliverable mail bearing incomplete or incorrect address

  • Forwarding mail to designated employees and/or former employees

• Arranging courier service for package pick-up and delivery

• Processing large copy and binding jobs

• Monitoring printer stations and public office spaces to ensure documents are handled per the firm’s document retention and confidentiality policies

Conference Room/Meeting Management

• Ordering and setting up food/beverages for special events/meetings

• Coordinating and provisioning AV, Video, and other special equipment requirements for conferences and meetings

• Ensuring presentations, video conference, and/or dial-in lines are up and running prior to each meeting

• Ensuring conference rooms are clean before and after each meeting

Other Administrative Tasks

• Providing logistics support as needed for office events

• Serve as primary back-up coverage for Reception

• Screening and transferring all incoming calls

• Monitoring Concierge email and completing room reservations requests

• Receiving visitors

• Signing for all packages

• Handling all meeting related food order and needs

• Booking conference rooms

• Ensure office documents such as the intranet page, face page, etc., are continuously updated and relevant

• Provide recommendations for improved office processes

• Partner with the administrative team on various projects and initiatives

• Performing other duties as assigned or required