Office Clerk

Office Clerk (1 year contract)

Responsibilities:

• Quickly and efficiently respond to internal & external inquiries to ensure complete customer satisfaction. Triage incoming inquiries and requests. 
• Handle outgoing mail requests, waybills, distribute incoming mail.
• Concierge Services.
  • Executing scheduled events 
  • Production Reconciliation 
  • Informational events (meet and greet vendors) 
  • Intranet postings 
  • Website updates 
• Maintain concierge page website, including but not limited to accuracy and relevance of information specific to the studio
• Management and expansion of on-site service programs (contracts, relationship building) which includes but is not limited to, car detailing, fitness classes, dry-cleaning. Schedule vendors & manage amenity space for on-site service programs.
• Manage the maintenance of coffee and water dispensing machines, conducting regular cleaning cycles and upkeep.
• Track Slack channels for service concerns and feedback, and manage ServiceNow tickets, including requests for Heritage's assistance.
• Assisting on-site security team with visitor badging and other operations 
• Support Workplace Experience team on various items, including administrative tasks, event support and projects. 
• Conduct daily studio walkthroughs, restock supplies, ensure meeting room setups with proper stationery and seating, and perform touch-ups to maintain a neat environment.
• Oversee management of studio meeting room bookings; assist with studio requests and general meeting support as required. 
• Own day of set up and execution of events, meetings, conferences, workshops at client site including but not limited to creating and distributing event plans, advance meetings with all WE support groups, and day of point of contact for clients.
• Assist with research, organization, coordination and execution of client events.
• Assist in creation and distribution of all Workplace Experience internal communication (i.e. event and amenities, studio email blasts, digital displays, signage templates). 
• Assist with management of client workplace email accounts, RSVP and surveys/feedback processes.
• Oversee all shipping, receiving, and mailroom operations, including package handling, vendor coordination, and asset tracking.
• Prepare and manage documentation for domestic and international shipments, including customs, LTL freight, and compliance forms.
• Support workplace logistics, maintain inventory records, and assist with all related tasks for the Ricoh and Workplace Experience teams.
• Assist the Workplace Experience team on an as needed basis with various tasks, projects, including but not limited to researching and reviewing studio queries, AP and procurement duties, reception and floor back up.

Qualifications and Requirements: 

• Exceptional customer service skills: ability to anticipate customer needs; consistently promotes a positive, "can-do" attitude; Corporate Culture Ambassador 
• Detail-oriented, capable of multitasking, professional verbal and written communication skills 
• Strong skills with all Microsoft Office and Google Suite applications including Outlook, Excel, PowerPoint,SharePoint, Google Sheets, Docs, Forms and Slides.
• Proactive self-starter requiring little direction; takes initiative when opportunities arise versus waiting to react 
• Mobile and flexible to accommodate requests
• Positive and friendly attitude 
• Excellent organizational skills 
• Effective problem solver 
• High level of pride for workplace appearance
• Ability to follow through on commitments in a timely manner; dependable and accountable 
• Deals effectively with numerous deadlines and constantly changing priorities, strong time management skills 
• Strategic and creative; listens to input, sees the possibilities and is open to applying new thinking and first-time solutions 
• Consummate team player 
• Understands a complex and constantly changing, fast paced business environment 
• Able to lift 50 lbs

Job description includes but is not limited to the tasks and responsibilities outlined in this document.

It is subject to change at any time