Office Services Administrator

Responsible for all office services for the local office and provides remote support for other offices as assigned. Functions include, but are not limited to reception, facilities, meals and events, office administration, and culture building. At times, sensitivity to confidential matters will be required. 

This position works in the office from the physical workspace 100% of working hours. Regular hours are determined by the specific business needs of the office but are generally 8:00am – 5:00pm daily, Monday – Friday. There will be an occasional requirement to come in early and/or stay late based on needs. 

Reception

• Serves as an ambassador of the LAN brand and the Client’s first impression of the Company. 
• Answer incoming phone calls for local and assigned offices, provide coverage for other team members during breaks and time off
• Greet and provide hospitality to guests and vendors; ensure the lobby is ready to host guests
• Ensure all guests register through the firm visitor log; escalate any issues to IT
• Provide information and coordinate parking for guests
• Receive/retrieve and distribute all incoming mail and packages
• Act as point person to ship out any packages for the office 

Facilities

• Responsible for opening/closing the office - make coffee, coffee bar maintenance, empty dishwasher, stock kitchens/lounges/supply rooms, start up appliances and printers
• Keep office tidy, coordinate issues with third-party cleaning company as required
• Manage conference rooms - booking, set up, maintenance, resolve conflicts
• Assist IT as needed with light IT work/server rooms-network room 
• Clean and maintain kitchen equipment
• Ensure refrigerators are regularly cleaned out; communicate with the staff as needed
• Assist IT with printer maintenance/ARC relations
• Responsible for all property management relations - submit maintenance tickets, access card and building amenity communications
• Ensure compliance with all building policies and procedures (security, fire safety, etc)
• Maintain and manage inventory for storage space (as applicable)
• Update floor plans and office directory
• Update emergency plans
• Ensure AED equipment is regularly maintained (as applicable)

Meals and Events

• Submit orders for catering and deliveries
• Event management - planning, vendor coordination, comms to staff, budget management, day of execution
• Track food restrictions (allergies or other reasons)

Provide full-service meal management, including but not limited to:

• Follow up on orders 48 hours and 24 hours prior to event
• Send updates to team members, notify of delays
• Food and Beverage set up and breakdown
• Organize attendance and track costs
• Submit invoices and attendance lists to Accounting

Administrative

• Conduct inventory of office supplies
• Coordinate with IT for any desk equipment requests
• Tracks the checkout/return of office equipment (Projectors, cameras, laptops, hotspots, etc.)
• Organize and track vendor information
• Review and track invoices
• Create and maintain local office procedures and processes as necessary
• Arranges travel as needed
• Assist out-of-town guests
• Manage office calendar (Events, OOO, Remote Work)
• Manage file archiving
• Coordinate phone coverage with the team
• Assist Office Services team, People Operations and Marketing teams with special projects

Responsible for ordering and restocking supplies, including but not limited to:

• Snacks, beverages, and condiments
• Plates, cups, napkins, and cutlery
• Paper products and cleaning supplies
• Office supplies, stationery/branded items, printer/plotter accessories, mailing equipment, business cards
• PPE, hard hat stickers and field bags
• First Aid

Culture Building

• Builds a positive culture of responsibility, accountability, and professionalism, while having fun
• Communicate to the staff regarding office events/activities and facilities announcements
• Manage and track swag for local and assigned offices 

Work closely with Studio Leader and Hiring Manager to create an exceptional onboarding experience, including but not limited to:

• Coordinate schedule
• Set up access cards
• Clean and set up desk with basic office supplies and swag 
• Set up name plates
• Order business cards
• Set up travel profiles
• Assist with scheduling headshots

Assist with offboarding procedures, including but not limited to:

• Disable access cards
• Break down desk, restock office supplies, and identify personal items; work with People Operations to ship any personal items

Assist with continuing education tasks, including but not limited to: 

• Licensure maintenance
• Certificate of completion
• Schedule vendor presentations, CEU Lunch n Learns and happy hours
• Schedule library updates
• Greet vendors and help with set up

• Attention to detail while also holding the ability to multi-task
• Comfortable working with all employee levels 
• Strong and proactive communicator both upward and downward
• Excellent time management skills 
• Experience working in a team environment with collaboration
• Ability to use sound judgement to make decisions within scope of responsibilities
• Solution oriented mindset 
• Passion for creating an employee focused work environment
• Flexible attitude with the ability to pivot as needed 
• Comfortable and proficient with technology
• Minimum of 3 years’ experience in office services  

 Lockwood, Andrews & Newnam, Inc. (LAN) is an Equal Opportunity Employer and gives consideration for employment to qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, citizenship, disability status, protected veteran status, genetic information, or any other characteristic protected by federal, status, or local laws and to prohibit discrimination and harassment based on any of these factors. Lockwood, Andrews & Newnam, Inc., is committed to ensuring equal employment opportunity, including providing reasonable accommodations to individuals with a disability. Applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may contact the Human Resources Department at 713-266-6900 or by email using [email protected] . For more information about your rights under the law, see: Know Your Rights