Office Administrator/Facility Mgt & Services

Organizes, coordinates, and implements office processes and procedures in order to ensure organizational effectiveness and efficiency. Supports print device and mail services, office and supply inventory mgt, conference room/AV support and general office admin support. Energetic, experienced professional who is able to wear multiple hats. Needs experience in handling a wide range of administrative and executive support-related tasks and is able to work independently. Well-organized, flexible, and enjoys the administrative challenges of supporting an office of diverse employees.

MAJOR DUTIES AND RESPONSIBILITIES

PRINT DEVICE & MAIL/SHIPPING & RECEIVING SERVICES

Print Device

• Deliver paper for office equipment such as printers, copiers and fax machines

• First responder for a print device issues

• Ensure proper maintenance and usage of all equipment and supplies.

Mail/Shipping & Receiving

• Verify, sign and record all incoming/outgoing Accountable Mail, i.e., FedEx, DHL, UPS, Express, Registered, Certified, Insured and Custom Design Mail.

• Deliver and obtain signature for all Accountable Mail pieces

• Handle "rush" pick-up/delivery requests for internal and outgoing correspondence (Business use only)

• Maintain and provide specialized mailing forms or direct employees to location online i.e. Express, Registered, Certified and Insured

• Daily interaction with other vendors to ensure that procedures and work standards relating to Mail Center operations are maintained (ex. FedEx, DHL, USPS, UPS, Couriers, Neopost, Staples, Iron Mountain,).

• Provide vendors with updated address to improve accuracy of incoming mailings

CONFERENCE ROOM SUPPORT

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• Coordinate with IT to ensure proper maintenance and usage of all equipment and supplies

• Coordinate with executive staff/HR to close conference rooms for executive use when needed

OFFICE & FOOD SUPPLY MANAGEMENT

• Establish and maintain par levels for all required basic office supplies throughout the building

• Manage plant and food vendors

• Manage supply storage areas for distribution among all floors.

• Maintain clean and organized Supply stops and Storage areas where applicable (Copier/Kitchenette Room)

• Responsible for the acquisition of conference room supplies (pens, notepads, flip chart pads and pens, dry erasers, etc.).

• Work with janitorial staff to maintain, clean,organize and re-fill coffee and water machines on all floors.

• Maintain par levels for all required coffee and water supplies throughout the building

OFFICE SUPPORT SERVICES

• Assist with special projects as needed e.g. employee restacks, desk moves

• Preparing business correspondence, agendas, and presentations, typically using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook)

• Scheduling and coordinating large meetings, events and other similar activities

Coordination of executive approvals, planning, space, set-up, build-out/install, building/other group communications, deliveries, and vendors· Assisting employees on approved building vendor lists (catering for meetings, AV setup, photographers, decorators, etc)

• Oversee daily attendance and help employees with desk reservations

OFFICE MAINTENANCE SERVICES

• Onsite coordination for Maintenance vendors (Janitorial, HVAC, Fire Inspections, Pest Control, etc.)

GENERAL / COMMUNICATION

• Identify, evaluate, research, and recommend solutions to office services related issues and problems.

• Coordinating between departments and operating units in resolving day-to-day administrative and operational problems

• Assisting with all aspects of administrative management, directory maintenance, logistics, equipment and storage

• Actively participate in Emergency Fire Warden Safety program for campus locations.

BASIC QUALIFICATIONS

Bachelor’s Degree from accredited institution

Minimum 3-5 years of administrative experience

Skills

Exceptional customer service skills

Excellent interpersonal and communication skills (written and verbal)

Ability to handle multiple tasks, projects with competing priorities and tight deadlines (Priortizing tasks based on importance and urgency)

Strong organizational skills

Acute attention to detail

Strong adaptability, flexibility and resourcefulness while maintaining a professional attitude

Must be a team player

Proficient in Microsoft Office (Word, Powerpoint, Excel)

Tech Savvy

Must be able to lift 50 pounds

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Please note: The following benefits reflect Kelly's general offerings. Eligibility may vary by assignment, location, and job type. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here (https://www.mykelly.com/help-support-working-with-kelly-us/#Benefits) for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.

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About Kelly

Work changes everything. And at Kelly, we’re obsessed with where it can take you. To us, it’s about more than simply accepting your next job opportunity. It’s the fuel that powers every next step of your life. It’s the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life—just ask the 300,000 people we employ each year.

Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Kelly may use AI-powered tools during the recruitment and hiring process. For full details, including how Kelly uses AI, your rights, and how to request a reasonable accommodation, visit the Recruitment Artificial Intelligence Notice (https://www.kellyservices.com/hubfs/myKelly/Resources/Employment\_Policies/Recruitment-Artificial-Intelligence-Notice.pdf?hsLang=en) .

Kelly Services is proud to be an Equal Employment Opportunity and Affirmative Action employer. We welcome, value, and embrace diversity at all levels and are committed to building a team that is inclusive of a variety of backgrounds, communities, perspectives, and abilities. At Kelly, we believe that the more inclusive we are, the better services we can provide. Requests for accommodation related to our application process can be directed to Kelly’s Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment.