Office Services Support - Jordan

Job description

Provide support for the Real Estate and Facilities organization.

Provide daily support to office employees. May coordinate appointments, information to and from callers, perform file maintenance, order office supplies and coordinate incoming and outgoing mail and deliveries. Operate automated office equipment.

Provides support in a variety of settings. Works within defined procedures and routines with limited autonomy. Problem solving includes basic research and verification only. Accountable for achieving objectives for self and contributing to the work of others. Excellent communication skills. 1-2 years of experience.

Desired profile

Responsibilities:

 Mail services

a) Sort and distribute mails on daily basis
b) Notify employees of daily package or internal courier deliveries. Sign in all packages and have employees sign for packages. If not collected by end of day place in locked storage or locked mail storage cabinet.
c) Sort daily mail for pick up and make ready for postal or appropriate courier pick up service
d) Prepare and send all outgoing mail
e) Insure all packages sent by courier use LOB cost center. Exceptions are daily office mail and regular scheduled interoffice send mails per site details – which go to office building account code.
f) Lock up or secure all outgoing packages until time of retrieval by postal or package service.
g) Keep accurate log of deliveries and send mail amounts – metrics of office mail, other mail and packages
h) Secure all lap top packages in a locked area for pick up only by recipient. Call each employee upon receipt of lap top and inform of secure location and retrieval process
i) Maintain minimum inventory of approved general office supplies including supplies for office equipment. (this is for front desk printer, badge printer, fax machine, mini mfd, portable projectors, stamp machines). Never more than 3 months supply at any time
j) Notify recipients upon receipt of faxes and courier deliveries.
k) When applicable file and or store expense reports.

1) Facilities

a) Morning tasks to ensure that all meeting rooms are presentable and ready for daily meetings. Including power cords, phones etc.
b) Ensure all coffee points are ready for employees to use.
c) Ensure printers, photo copier are functional.
d) Perform other administrative support duties as required by the local facilities manager
e) Provide backup for other facility personnel as needed
f) Handle new hire arrangements such as phone and voicemail setup, Acquaint new employees with office procedures.
g) Ensure all equipment is operational; coordinate repairs as required. Meet vendors and escort to do regularly scheduled HVAC, AV, Kitchen ….
h) Ensure kitchens and coffee points area is clean and free of debris
i) Ensure both installed AV equipment and portable equipment is functional; coordinate repairs as required. Insure all portable projectors are stored and locked away. Before storing insure all chords and lamps are intact.
j) Coordinate repairs within physical office space such as carpeting, repainting, lighting, per approved repair and replacement plans
k) Resolve or coordinate resolution for all facilities requests, such as temperature complaints, electricity short etc.
l) Liaise with the landlord or landlord representative for repairs and building issues
m) Work with Area or Facilities manager to select and prepare space for new hires.
n) Insure phones are on desks and in good working condition – file SRs as needed.
o) Assist employees with initial sign on to Cisco phone systems
p) Assist employees with flex desks, local storage issues and source for minimal office supplies

1) Purchasing
a) When required order grocery items and selected office supplies through iProcurement..

1) Safety & Security

a) Responsible for overall office safety & security.
b) Understand landlord and or building managers evacuation and testing of alarms process
c) Assist in coordinating programs to educate employees on building and general office emergency procedures
d) Acting on direction of Physical Security, provide assistance as required.

1) Problem solving
a) Prioritize conflicting responsibilities and schedules.
b) Report problems as required.
c) Communicate as required to the necessary parties involved.
d) In the event of a facilities emergency provide assistance as directed to achieve timely resolution.
e) Communicate closure of an issue to one's own manager as well as the requester.

1. Reception/Switchboard

a) When required sit in the reception to answer the phone
b) Maintain professional appearance of reception desk and lobby area.
c) Open the reception area and switchboard promptly at designated opening time and secure the switchboard and reception area after closing time.
d) Answer and direct all calls in an efficient, accurate, professional and pleasant manner.
e) Greet and assist all visitors; maintain company visitor sign in book. Assign appropriate badge per in country guidelines.
f) Report all telecommunication and data system problems to the Global IT help desk and office manager immediately.
g) Assign temporary sign in phone numbers for CISCO Phones in offices.
h) Coordinate visitor transportation requirements, such as calling for a cab
i) Assist with vendor inquiries and when instructed direct to work area.
j) Use current Oracle Tools (Including MyOracle, OREF pages, Dashboards)