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Lockwood, Andrews & Newnam, Inc. (LAN) · 7 hours ago

Office Services Administrator

Dallas, TX

Full-time

Onsite

Mid Level

3+ years exp

Lockwood, Andrews & Newnam, Inc. (LAN) is a company focused on providing comprehensive office services. The Office Services Administrator is responsible for managing office operations, including reception, facilities, event planning, and administrative tasks to support a positive work environment.

Consulting

Growth Opportunities

Responsibilities

Responsible for all office services for the local office and provides remote support for other offices as assigned

Serves as an ambassador of the LAN brand and the Client’s first impression of the Company

Answer incoming phone calls for local and assigned offices, provide coverage for other team members during breaks and time off

Greet and provide hospitality to guests and vendors; ensure the lobby is ready to host guests

Ensure all guests register through the firm visitor log; escalate any issues to IT

Provide information and coordinate parking for guests

Receive/retrieve and distribute all incoming mail and packages

Act as point person to ship out any packages for the office

Responsible for opening/closing the office - make coffee, coffee bar maintenance, empty dishwasher, stock kitchens/lounges/supply rooms, start up appliances and printers

Keep office tidy, coordinate issues with third-party cleaning company as required

Manage conference rooms - booking, set up, maintenance, resolve conflicts

Assist IT as needed with light IT work/server rooms-network room

Clean and maintain kitchen equipment

Ensure refrigerators are regularly cleaned out; communicate with the staff as needed

Assist IT with printer maintenance/ARC relations

Responsible for all property management relations - submit maintenance tickets, access card and building amenity communications

Ensure compliance with all building policies and procedures (security, fire safety, etc)

Maintain and manage inventory for storage space (as applicable)

Update floor plans and office directory

Update emergency plans

Ensure AED equipment is regularly maintained (as applicable)

Submit orders for catering and deliveries

Event management - planning, vendor coordination, comms to staff, budget management, day of execution

Track food restrictions (allergies or other reasons)

Follow up on orders 48 hours and 24 hours prior to event

Send updates to team members, notify of delays

Food and Beverage set up and breakdown

Organize attendance and track costs

Submit invoices and attendance lists to Accounting

Conduct inventory of office supplies

Coordinate with IT for any desk equipment requests

Tracks the checkout/return of office equipment (Projectors, cameras, laptops, hotspots, etc.)

Organize and track vendor information

Review and track invoices

Create and maintain local office procedures and processes as necessary

Arranges travel as needed

Assist out-of-town guests

Manage office calendar (Events, OOO, Remote Work)

Manage file archiving

Coordinate phone coverage with the team

Assist Office Services team, People Operations and Marketing teams with special projects

Responsible for ordering and restocking supplies, including but not limited to: Snacks, beverages, and condiments

Plates, cups, napkins, and cutlery

Paper products and cleaning supplies

Office supplies, stationery/branded items, printer/plotter accessories, mailing equipment, business cards

PPE, hard hat stickers and field bags

First Aid

Builds a positive culture of responsibility, accountability, and professionalism, while having fun

Communicate to the staff regarding office events/activities and facilities announcements

Manage and track swag for local and assigned offices

Work closely with Studio Leader and Hiring Manager to create an exceptional onboarding experience, including but not limited to: Coordinate schedule

Set up access cards

Clean and set up desk with basic office supplies and swag

Set up name plates

Order business cards

Set up travel profiles

Assist with scheduling headshots

Assist With Offboarding Procedures, Including But Not Limited To

Disable access cards

Break down desk, restock office supplies, and identify personal items; work with People Operations to ship any personal items

Assist with continuing education tasks, including but not limited to: Licensure maintenance

Certificate of completion

Schedule vendor presentations, CEU Lunch n Learns and happy hours

Schedule library updates

Greet vendors and help with set up

Qualification

Office administrationEvent managementVendor coordinationAttention to detailTime managementCommunicatorSolution orientedFlexible attitudeTechnology proficiencyEmployee focusedTeam collaboration