Office Services Coordinator (Chicago, IL)
Previous Job
Office Services Coordinator (Chicago, IL)
Ref No.: 18-04784
Location: Chicago, Illinois
Position Type:Full Time/Contract
Start Date / End Date: 09/04/2018 to 06/28/2019
Paladin Consulting is currently hiring a ­­­­­­­­­­­­­­­­­­­­Office Services Coordinator to join our team working onsite at our client's office located in Chicago, IL.

We work with companies that offer environments for our employees to contribute, learn, and advance their career. We treat you like you are part of the family.

Job Title: Office Services Coordinator
Work Location: Chicago, IL
Duration: 9 month contract with option to extend or hire
Education/Experience Required:
HS Diploma or GED required. Previous Front Desk, Concierge, customer service or other hospitality experience preferred; Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles).

Job Description & Responsibilities:
  • The purpose of this position is to perform General Office service duties in accordance with the Service Center Standard Operating procedures and work as a team member interfacing seamlessly to deliver an Integrated Facility Management program.
  • The primary focus is on building relationships with customers while providing exceptional customer service in the delivery of office services related tasks to the on-site client.
  • Primary work duties may include:
  • Mail Services
    • Handling, tracking and sorting of Incoming Mail, Freight and Packages within established timeline.
    • Receipt and Delivery to designated mail bin locations or desk drops of Inbound General (White) Mail within established timelines.
    • Operating postage meter and scanning equipment (C@MD) to track all accountable mail
    • Security Screening of Inbound Mail, Freight and Accountable Mail (may include x-raying or other methods of detecting suspicious items).
    • Receive, track and deliver Inbound Accountable (FedEx, UPS, DHL, freights, Certified and Registered) Mail.
    • Collection of Outbound General (White) Mail at scheduled times from dedicated floor mail bins.
    • Collection of Outbound Accountable (FedEx, UPS, DHL) packages at scheduled times at dedicated floor pick up locations.
    • Process Outgoing Interoffice mail for shipment within established timeline.
    • Assist customers with the shipment of freight or packages, may include proper packing of equipment for safe handling.
    • Consult clients/customers on proper outbound courier and mail service options.
    • Coordinate requested courier pick-ups with approved courier services Vendors.
    • Maintain adequate courier shipping supplies inventory by placing orders as necessary.
    • Maintain a clean and organized service center at all times.
    • Wear clean, pressed, employer provided business attire, at all times.
    • Record Volume and metrics data for reporting as required.
    • Support IFM team as directed by representatives.
    • Other duties as assigned.
  • Reception
    • Provide concierge and best in class service offerings to our customers and clients.
    • Answer telephones in a professional manner and accurately direct calls.
    • Greet clients and customers and verify entry into visitors system.
    • Maintain organized reception and conference room area.
    • Input visitors into base building system if required.
    • Maintain amenity information (i.e. on-site or near amenities, transportation, community retail, organizational information, etc.).
    • Wear clean, pressed, employer provided business attire, at all times.
    • Maintain confidentiality.
    • Other duties as assigned
  • Conference Services
    • Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc..
    • Help with setup/clean up of conference rooms for client meetings and events as needed.
    • Take timely action on all incoming emails sent to the Conference Services In Box; efficiently monitor and prioritize in-coming email requests; adhere to set procedures for follow through, organization and individual flagging of emails.
    • Oversee self-service rooms that are managed through EMS system.
    • Enter all information correctly and completely into the EMS system in order to produce accurate reporting and tracking.
    • Proactively audit reservations to confirm all required information is present.
    • Record Volume and metrics data for reporting as required.
    • Space planning for meetings to ensure efficient utilization of existing meeting rooms.
    • Conduct daily walkthrough of conference center to ensure space readiness; all bookable spaces are clean and equipment is working; conference room furniture & equipment is accounted for and in working order.
    • Respond promptly to last minute requests from clients requiring additional porter, catering and equipment; able to contact appropriate department for immediate response.
    • Manage video conference and coordinate with other locations as needed.
    • Assist in maintaining pantry areas in a neat and orderly manner.
    • Other duties as assigned
  • Records management
    • Liaison between records Management Company and client.
    • Coordinate pick-up and delivery of archived items with records Management Company.
    • Escort shredding vendor and IFM vendors as needed or required.
    • Assist with the provisioning of shredding consoles or extra services as required.
    • May be asked to escort the Shred-it representatives while they collect from the consoles.
    • Other duties as assigned
  • Office Supplies
    • Maintain clean and organized dedicated Office supply storage areas.
    • Place office supply orders through ordering system.
    • Conduct regular Office supply inventory inspections of designated storage areas.
    • Manage Office supply inventory to ensure sufficient stock in office space.
    • Respond to customer requests and inquiries in regards to Office supply availability.
    • Review files, records and other documents to obtain information to respond to requests.
    • Other duties as assigned
  • Convenience Copy/Multifunction Devices
    • Ensure convenience copiers and MFD's are working properly via daily inspections.
    • Maintain accurate central inventory of toner and copy paper for MFD's and convenience copiers.
    • Maintain adequate inventory of toner and copy paper near copy devices on office floors.
    • First line assessment/trouble shooting of device service errors by reviewing service tickets, ordering consumables, changing consumables, clearing jams (no tool repairs).
    • Liaise with Xerox technicians/Helpdesk to repair devices
    • Provide escort to Xerox technicians in the absence of Security personnel.
    • Other duties as assigned. Facilities Management Support
    • Coordinate and manage facility maintenance and repair services with property management team; assist with coordinating and scheduling of maintenance activities.
    • Place Helpdesk tickets for subpar space conditions or equipment issues.
    • Conduct regular facilities inspections as directed by the IFM team.
    • Act as first responder for facilities related issues as required.
    • Support IFM team as directed by representatives.
    • Other duties as assigned.

Skills & Qualifications:
  • HS Diploma or GED required. Previous Front Desk, Concierge, customer service or other hospitality experience preferred.
  • Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles).
  • Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
  • Ability to write routine reports and correspondence.
  • Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
  • Ability to effectively present information to an internal department and/or large groups of employees.
  • Requires basic knowledge of financial terms and principles.
  • Ability to calculate simple figures such as percentages.
  • Ability to understand and carry out general instructions in standard situations.
  • Ability to solve problems in standard situations.
  • Requires basic analytical skills.
  • Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc.
  • Ability to work flexible work schedules based on business needs.

For more information or to view other opportunities, visit us at

Paladin is an EEOC employer. We drug test and background check!