Office Services Coordinator
Company: Spencer Stuart
Location: San Francisco
Posted on: April 28, 2024
Job Description:
SSI (U.S.) Inc. d/b/a Spencer StuartSpencer Stuart is an equal
opportunity and affirmative action employer
F/M/Disability/Vet/Sexual Orientation/Gender Identity.Location: San
FranciscoFull/Part Time: Full timeReq ID: R3858Spencer Stuart hosts
many visitors from around our firm, as well as clients and
candidates. Our goal is to present each person with a warm,
professional and discreet experience. As the Office Services
Coordinator is the first voice, face and experience for many people
within and outside of our firm, this individual must exude our
brand promise.Given the pace and volume of Spencer Stuart's
business, as well as the exposure to and interaction with senior
executive and board level individuals, there is an expectation that
we embrace and deliver seamless teamwork. The quality of service,
communication and care must be at the pinnacle of hospitality and
professionalism. The constant flow requires focus, precision and
attention to detail. In addition, the expectations of an elite
professional services firm require creating a comfortable, nuanced
and high-touch experience for each visitor.The Office Services
Coordinator will be responsible for answering, screening and
managing all calls to the office's main line and NA main
switchboard (as requested), as well as managing all aspects of
front desk operations and related tasks in a highly efficient
manner, ensuring no detail is overlooked. This individual also will
be responsible for providing administrative support to all members
of the staff, as directed, to assist with workload balance within
the office.The successful candidate will serve as the local office
ambassador, internally and externally, and demonstrate interest and
participation in the overall successful operation of the office by
exhibiting a high level of involvement in a team environment. A
summary of the core personal attributes and requirements include,
but are not limited to, the following:
- Exhibit a positive, professional and poised presence, both on
the phone and in person.
- Demonstrate punctuality, reliability and dependability in
attendance.
- Demonstrate flexibility with regard to required work
hours.
- Possess a high degree of self-confidence in abilities, and
exhibit a "can-do" attitude.
- Demonstrate proficient knowledge of all Microsoft Suite
applications (Word, PowerPoint, Outlook, Excel).
- Demonstrate exceptional verbal and written communications
skills, including grammar, language and editing skills.
- Possess a high level of maturity, integrity, honesty and
adherence to the principles of confidentiality in all aspects of
the individual's professional duties.
- Possess superior organizational skills and a demonstrated
ability to juggle multiple priorities in a fast-paced
environment.
- Demonstrate competence in coordinating and managing travel and
scheduling.
- Be a motivated self-starter who can work extremely well under
pressure and who is capable of disciplined, independent thinking
and exercising excellent judgment with little or no direction.KEY
RELATIONSHIPSReports to:Administrative Manager (solid line)Other
key relationships:Engagement Administrators and Executive
AssistantsConsultantsAssociates and AnalystsOther Spencer Stuart
PersonnelKEY RESPONSIBILITIES
- Answer/handle all main switchboard calls in a timely and
efficient manner.
- Greet/welcome all clients, candidates and visitors, offer a
beverage and escort individuals to the appropriate location within
the office.
- Coordinate and allocate all internal and external office room
reservations for our flexible workplace. Use judgment and influence
to accommodate all of our on-demand needs.
- Be an active participant in creating the office culture by
sharing, collecting and administering ideas for a positive
workspace that embodies the company culture.
- Actively participate in cross-office collaboration with other
Office Services Coordinators to create consistency and share best
practices.
- Assist in all areas of coordination for office events, client
meetings and collaboration opportunities.
- Assist the administrative manager as a liaison with property
management to facilitate repairs and other building-related matters
that affect and pertain to the overall general management of the
office.
- Ensure the cafe is tidy by emptying the dishwasher each
morning, loading any remaining items and starting the dishwasher
each evening before leaving the office.
- Tidy all visitor rooms, conference rooms and videoconference
rooms after each use.
- Pick up and distribute office mail, newspapers, FedEx, UPS and
other packages, and post mail each day.
- Responsible for maintaining and ordering all office supplies,
production room materials, cafe grocery orders and other materials,
as requested.
- Facilitate service calls for office equipment and maintain
required meter readings for copiers, postage machines, binding
equipment, AED machines and individual office printers.
- Provide administrative assistance to consultants, visiting
consultants, administrative manager and EA staff with
search-related production requirements and data entry, to include:
- Document creation (progress reports, candidate presentations,
candidate reimbursements and other routine correspondence).
- Printing/faxing/copying/binding documents.
- Creating FedEx/UPS labels.
- Arranging courier services.
- Handling candidate education verifications and updating
candidates' records in the firm's database to reflect status.
- Other collateral duties, as required, by the administrative
manager.
- Send an internal office email every afternoon announcing all
guests/events for the following day.IDEAL EXPERIENCEMinimum of 3-5
years of administrative experience in a professional environment
that is production orientedIdeally, experience as a receptionist
and/or administrative assistant in a fast-paced, professional
office environment that is production and administratively
oriented. Prior experience in a professional services organization
is preferred but not mandatory.Typing speed of 50 wpm is
preferredExcellent written and verbal communication skillsAbility
to handle a variety of tasks simultaneously; adept at prioritizing
and balancing workload and maintaining a strong focus on and
attention to detailProficient in Microsoft applications (Word,
Outlook, PowerPoint, Excel)Proficient in proofreading and editing
documentsCRITICAL CAPABILITIESProject Coordination/Management:
Manage all job responsibilities to ensure smooth, high-quality
outcomes (as measured by year-end performance appraisals and
ongoing feedback), while working on multiple priorities and
potentially short timelines that involve team members with varying
styles. The ideal candidate will do this by:
- Building collaborative relationships externally and internally,
including with individuals in other Spencer Stuart offices and
practices.
- Participating in and guiding teams while fostering an
environment of mutual trust.
- Identifying and assisting in managing the needs and
expectations of the internal and external team.
- Communicating appropriately and effectively with all levels and
diverse cultures.
- Utilizing effective, high-level written and oral communication
skills.
- Providing constructive guidance and feedback, and openly
receiving the same.
- Remaining optimistic and positive - even under stress - and
facing challenges by looking for solutions, offering support to
colleagues who are in need and reaching out for support when
necessary.Power-User of Technology Leverage technology systems to
their fullest potential to increase and maintain efficiency in an
environment where technology changes constantly and productivity
demands remain high. The ideal candidate will do this by:
- Embracing and actively participating in training
opportunities.
- Proactively seeking guidance/coaching from peers or corporate
trainers to augment/improve any potential deficiencies in
skills.
- Utilizing tools such as Outlook, the Microsoft suite of
products and a relational database to their fullest potential to
produce/implement the most efficient end result, to include using
the calendar features to schedule, track and notify people of
meetings and scheduling changes.PERSONAL CHARACTERISTICS
- Exhibits a professional presence and appearance at all times,
as well as sensitivity regarding the confidential nature of
executive search.
- Possesses and demonstrates a high degree of comfort working in
a fast-paced and openly communicative, yet confidential,
environment.
- Demonstrates a high level of respect for and adherence to the
team approach and firm values.
- Expresses self-confidence by maintaining a balanced
perspective, showing maturity, exercising good judgment and
unemotionally addressing issues on merit.
- Is extremely polite, caring and outgoing - someone who builds
rapport easily and cultivates positive relationships.
- Remains calm under pressure.
- Is proactive and a quick study, as well as a self-starter.
- Is decisive, productive and well-organized.
- Remains flexible and willing to learn and take on additional
responsibilities.
- Possesses a genuine and conscientious desire to serve the firm,
both internally and externally.The base compensation range for this
position is $70,000 -80,000 per year. The actual base compensation
offered within this range will be dependent on the individual's
skills, experiences, and qualifications. This position will be
eligible to participate in our annual discretionary bonus program.
Spencer Stuart also offers a competitive benefits package, which
includes:
- Retirement savings plan with discretionary profit sharing
contribution and employer match;
- PTO (minimum 15 days per year, increases with tenure), paid
sick time (10 days per year), company holidays (12 days per year),
and paid leaves of absence when applicable;
- Comprehensive health benefits, including medical, dental, and
vision insurance, and healthcare flexible spending account;
- Life Insurance, and short-term and long-term disability
insurance;
- Wellness benefits, including an employee assistance program,
virtual mental health program, and mindfulness program; and
- Voluntary benefit options, including supplemental life
insurance, identity theft protection, and whole life insurance with
long-term care and critical illness coverage.Spencer Stuart is a
proud equal opportunity and affirmative action employer. We are
committed to non-discrimination without regard to actual or
perceived race, ethnicity, creed, color, religion, gender
(including pregnancy, childbirth or related medical conditions),
national origin, immigration status, ancestry, age, marital status,
protected veteran status, physical or mental disability, medical
condition, genetic information, sexual orientation, gender
identity, or any basis prohibited under applicable federal, state
or local law.Please see job descriptionPI240005817
Keywords: Spencer Stuart, San Mateo , Office Services Coordinator, Administration, Clerical , San Francisco, California
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