Coordinator, Office Services

Job Identification

• Job Title: Coordinator, Office Services
• Department: Administrative Services
• Reports to: Team Lead, Office Services
• Location: Alexandria, VA
• Grade: 16
• FLSA Status: Non-Exempt

Statement of Purpose

This position will oversee all operations related to corporate mail, supply distributions, and conference room maintenance. The Coordinator Office Services will coordinate and ensure the flow of incoming and outgoing mail, ensure office supplies are stocked and ordered appropriately, ensure conference rooms and place of work are maintained with proper set-up, as well as general office operations and administrative duties.

Business Communications

• Employees in Other Divisions Continually
• External Vendors Continually
• Property Management Staff Frequently
• Remote Employees Occasionally

Education

Associate’s degree from an accredited university or college preferred or equivalent job-related experience. An equivalent combination of education and experience may also be acceptable.

Training and Specialized Knowledge

• Proficient in Word, Excel, and other Microsoft Office applications, as well as the ability to learn new applications quickly.
• Good planning and organizational skills along with ability to multi-task and prioritize.
• Working knowledge of mail processes such as postage machine, Federal Express and UPS.
• Well-developed interpersonal and communication skills.
• Ability to effectively manage vendors to include scheduling, follow-up, and invoice payments.
• Must be able to remain calm in stressful situations, think critically, and be solutions oriented.
• Ability to lift 40 pounds without assistance.

Core Competencies

• Accountability
• Ability to multitask and prioritize
• Communication Skills
• Ethics/Integrity
• Customer Care
• Job Knowledge/Technical Skills
• Process Improvement

Experience

• Minimum two years’ experience managing a mailroom/facilities/Office Services environment.
• Minimum two years’ experience working with and negotiating with vendors, both in person and via phone.

Travel

Occasional local trips to stores, vendors, NIB conference sites, and storage facilities. A valid driver's license and a vehicle is preferred.

Specific Duties and Responsibilities

Office Services

• Process all incoming and outgoing packages. Including sorting, delivery, packaging, as well as shipping and receiving.
• Maintain and manage office supplies and inventory for workrooms, mailroom, and conference rooms, including but not limited to:
  • Pricing and Ordering
  • Receiving and stocking
  • Reviewing, approving, and submitting invoices

• Maintain all food and beverage supplies and inventory for lunchroom, coffee bars, and pantries, including but not limited to:
  • Pricing and Ordering
  • Receiving and stocking
  • Reviewing, approving, and submitting invoices
• Conference room management: setting up and breaking down before/after meetings, general appearance, cleaning whiteboards daily, supporting and adjusting clocks.
• Supervise the maintenance of office equipment, including mailing machines, shredders, etc.
• Assist in the orientation of new employees (Office Services Orientation and Emergency Preparedness).
• Establish vendor accounts for staff, as necessary.

Facilities

• Work closely with the property management company on facilities maintenance issues.
• Work as a liaison and subject matter expert to provide support to all departments and remote employees.
• Maintain and manage furniture and other non-IT related capital equipment.
• Oversee the maintenance and/or alteration of office areas and equipment and layout, arrangement, and housekeeping of office facilities.
• Prepare offices for new and departing employees and assist with internal personnel moves.
• Perform miscellaneous office tasks as needed.

This job description does not imply that these are the only duties to be performed. The incumbent in this position will perform such other tasks as may be required for the effective operation of the Division/Department upon request by his/her supervisor.

NIB IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

NIB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, or protected Veteran status.