Office Services Coordinator and Events Assistant

Primary Purpose: Responsible for organizing and coordinating day-to-day office equipment maintenance and services, greeting visitors, records and supply management, general office errands and tasks including assisting the Events Manager with The Council’s hospitality functions and food and beverage service. Overall responsibility is to ensure smooth running of client facing area of the office and back office.

Core Responsibilities:

Events and Hospitality

• Welcome guests to the office in a friendly, hospital manner and provide assistance or information to ensure their visit is comfortable.
• Support the Meetings Team, Responsible Associate, and catering staff in the setup, service, and breakdown of buffets for in-office meetings and events, maintaining a clean, efficient, and welcoming environment
• Manages organization of kitchen and event space. This entails setup and breakdown of space including cleaning of space and dishes.
• Flexibility to come early or stay late as needed to make sure events run smoothly
• Manage office snacks budget and ordering
• Prepare Office expenses American Express reconciliation and report

Technology

• Coordinate repairs or maintenance with repair technicians on office equipment, copiers, printers, phones, and TVs.
• Become proficient with the operation of the audiovisual systems, including meeting room reservation system for meetings. Assist office guests with Wi-Fi login.
• Records Management
• Manage the off-site record retention system, including maintaining the accuracy of the on-line database of files sent to offsite storage facility, running inventory reports, and ensuring the effective and timely transfer of files to and from storage.
• Ensure staff is informed on records policies and file storage and that all documentation is appropriately prepared and maintained.

Office Efficiency

• Liaison with building management, engineering and maintenance staff in matters affecting office efficiency, including attending building informational meetings and relaying that information back to staff including emergency preparedness and drills.
• Maintain inventory and coordinate ordering of all commonly used office, janitorial and kitchen supplies; handle specialty supply requests including food supplies.
• Management movement of conference room tables through communication and coordination with the building.
• Schedule office visitors in the Cove system
• Management of complimentary parking validations.

Basic Qualifications

• Ideal candidate is a do-it-yourself, customer service first person who enjoys being part of a hard-working team where every person’s contribution counts. A team player with an amiable personality is definitely required.
• Experience working in the food services industry with customer interaction a plus.
• Experience using Microsoft Office.
• Ability to multi-task and establish their own priorities to get things done on time.
• Ability to maintain flexible attitude and approach towards assignments and successfully operate under ambiguous guidelines and be able to figure out what needs to be done when it isn’t always clear.
• Ability to maintain organization’s smooth operations in a changing environment
• Possess a valid Driver’s License with good driving record (will be checked)
• Ability to discern when other parties need to be involved in setting priorities.

Education: High school graduate with college desirable but not required.

Experience: A minimum of 2-4 years related experience, or equivalent combination of education and experience. To perform this job successfully, the individual must be able to perform each duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions however; the position does include physical demands.

Physical demands: The employee must frequently lift and/or move up to 50 pounds.

2026