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Company name : the NBA
Location : Secaucus, NJ 07094
Position : Office Services Assistant
The NBA is committed to providing a safe and healthy workplace. To safeguard our employees and their families, our visitors and the broader community from COVID-19, and in consideration of recommendations from health authorities and the NBA’s own advisors, any individual working onsite in our New York and New Jersey offices must be fully vaccinated against COVID-19, including having received a booster when eligible. The NBA will discuss accommodations for individuals who cannot be vaccinated due to a medical reason or sincerely held religious belief, practice, or observance.
Tasked with leading the Office Services (OS) team in the conduct of day-to-day OS tasks, and projects. One OS Assistant is designated, per office. They support their respective team, by ensuring OS processes and customer service standards are efficiently fulfilled and being met to the highest degree.
OS Assistants are the primary team contacts for the OS Manager, responsible for providing OS status communications, reporting OS data and information, maintaining quality team coordination and productivity, promoting department culture and team morale, and ensuring safety protocols are followed.
Primary OS (NY/NJ) team contacts for OS/FSO Managers
Coordinate team day-to-day tasks, and lead special OS projects
Assist in team coverage scheduling
Monitoring team attendance
Key team liaison for enhanced mail services, e.g., mail digitalization process supporting hybrid/remote work model, and security screening
Ensure all employee requests, and department tasks are addressed and fulfilled
Maintain regular communication and coordination with building’s Space Planning team
Primary OS contact for scheduling onsite freight deliveries and shipment load outs
Data collection – Generating Shipping & Receiving Reports, USPS Postage Spending & Meter Replenishment, Monthly Shipping, Inventory and Supply Lists
Research Employee Issues & Concerns (FedEx & Iron Mountain account issues / Missing packages / etc.)
Updating of OS documentation, when discussed with and approved by OS Manager – e.g., OS Playbook & MROS manual
Primary OS onsite contact for vendors OS vendor service applications / user account administrator – FedEx, Iron Mountain, Send Suite (package tracking system)
Process, approve, and monitor OS invoices (Corcentric)
Maintaining relations and communication with internal stakeholders from each department
Engages with team in continuous discussions, to facilitate the sharing of knowledge and ideas, to improve quality of team processes and occupational knowledge
Performs routine monitoring of OS mailroom, storage areas, copy centers, and supply inventory
Monitors 3rd party vendor accountability for timely and successful delivery of services, ensuring no interruptions to business activities
Partners with OS Manager to address team issues, share feedback and ideas, and establish teams’ work priorities and resource needs
Engages with employees/customers throughout office, continuing to build cooperative relationships, and bridge communications between the OS team and departments throughout the office
Experience in work with a team, in a fast paced, dynamic company, preferred
Well versed in Office Services related functions, including package service management (FedEx, UPS, DHL, etc.), US postage options, mail security, sorting, and delivery, package tracking, generating shipping reports, coordinating messenger services
Ambitious, confident self-starter who comes up with approaches to engage team members, able to effectively resolve team and customer issues, and is eager to facilitate team consensus
Comfortable with engaging with employees throughout the office, to help facilitate cooperation and communication between OS and department contacts throughout the office
Establish and encourage a team culture of support, execution, and results
Knowledgeable in, and willing to learn, common business computer applications including Word, Excel, and PowerPoint
Ability to exercise judgment, own issue resolution, anticipate employee / customer needs, service oriented, effectively prioritize, take initiative, and multitask
Exhibits the capability and consistent drive to efficiently coordinate team workload and meet deadlines; validated ability to interact effectively with strong personalities, in any situation
Ability to work overtime on short notice; flexible with work schedule, to assist with department projects, or when team coverage is needed
Effectively demonstrate working with a team and willingness to be flexible with work schedule for ad-hoc events/requests
Experience in tracking mail/packages and coordinating services with courier vendors, such as UPS, FedEx, DHL, along with coordinating high volume distributions (shipments, desk drops, etc.)
Proven customer service experience – prioritizing needs, keeping a level head through challenging situations, problem solving, try to find a way to say yes
Proactive communicator / action driven – Can identify tasks needing to be complete, and use knowledge to coordinate completion of tasks with minimal direction, comfortable to engage NBA employees to facilitate cooperation with department contacts throughout the office
Education: At least 3+ years of Office Services experience and/or college degree, preferred
We Consider Applicants For All Positions On The Basis Of Merit, Qualifications And Business Needs, And Without Regard To Race, Color, National Origin, Religion, Sex, Gender Identity, Age, Disability, Alienage Or Citizenship Status, Ancestry, Marital Status, Creed, Genetic Predisposition Or Carrier Status, Sexual Orientation, Veteran Status, Familial Status, Status As A Victim Of Domestic Violence Or Any Other Status Or Characteristic Protected By Applicable Federal, State, Or Local Law.
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