Office Services Assistant Jobs (NOW HIRING)

Position Summary

The Office Services Assistant provides general office support with a variety of clerical activities and related tasks for the Corporate Headquarters. This position is required to be in-person, Monday through Friday 8:30am-5:30pm ET.

Responsibilities include, but are not limited to:

Conference Suite/Reception Administration

• Greet all guests in a friendly and respectful manner and get them situated (refreshments, restroom, conference room, etc.) to meet their Berkshire host
• Maintain security by following office procedures; monitoring building visitor list, issuing visitor/new hire badges, and enters guests into the building security system
• Order, accept, and set up breakfasts and luncheons for conference area meetings
• Monitor scheduling of reception suite conference rooms, and accepts/declines meetings based on conference suite scheduling policy
• Monitor refreshments in conference area café so prepared and ready for the day's guests and meetings
• Monitor and make sure conference and board rooms are ready for the next meeting
• Berkshire main phone line
  • Answer telephone and directs callers to the appropriate contact and will transfer caller to appropriate contact or voice mailbox when they are unavailable and/or send an email message to the recipient
  • Monitor company voicemail and forward to appropriate team members for response
  • Provide callers with information such as company address, directions to the company location, company fax numbers, company website and other related information

Office Services

• Berkshire Mail
  • Coordinate the pick-up/drop off and delivery of company mail services
  • Deliver Fed-ex packages and coordinate courier needs for the 24th floor
• Supplies
  • Assist in the ordering, receiving, stocking, and distribution of office supplies (Clubroom, Conference space and production room)
  • Process invoices for HR, office services supplies, and catering events for proper and timely processing, track approvals in P2P system and connect with Accounting if issues occur
• Hold Fire Warden role and coordinate with fire safety group and building on drills and trainings for the 24th floor
• Audit and manage office badge process

Administrative Assistance

• Assist with communications to the Boston office through the Boston B*Home page
• Assist with social events when needed
• Assist with other related clerical duties such as document editing, photocopying, scanning, faxing, filing and collating
• Enter data into Excel for reporting purposes and using Word to update procedure documents
• Additional duties assigned by the manager – potential assist in other department projects that allow proper coverage of the reception & conference area – need approval prior to committing
• Back-up Executive Assistants where needed
• Consistently demonstrate use of tact and discretion

Knowledge/Experience:

• At least five years successful experience supporting multiple departments in an administrative capacity in a fast-paced environment (office management or facilities experience a plus)
• Ability to create, edit and scale existing historical documents to meet current needs
• The ability to maintain confidentiality is critical, as is the ability to manage interactions among a variety of personalities (remaining calm and professional)
• Aptitude for organizing, prioritizing, and managing multiple priorities, using critical thinking and problem solving
• Demonstrated multi-modal communication style from greeting guests to interacting with board members, specifically excellent verbal, and written communications
• Ability to communicate with and manage up to management
• Collaborative working style with inclusive work and thinking behaviors, commitment to excellence in teams and work product, with a strong work ethic
• Proficiency and willingness to adopt new systems and processes
• Multitasking capabilities, able to handle multiple responsibilities simultaneously including but not limited to: handling incoming calls, screening callers and managing call traffic while managing a busy office with needs
• Demonstrated ability to make independent decisions and apply critical thinking on business matters when appropriate
• Tenacity, patience, and perseverance to work with business deals from beginning to end of process
• Represent the Berkshire employment brand well to candidates by seeking to understand the capabilities and insights of people with unique backgrounds, cultures, styles, and abilities
• Maintain confidentiality of sensitive information and communications of information
• Develop productive working relationships with all team members including internal clients and external third parties
• Demonstrated high level of ethics and integrity with a straightforward and honest approach

Technical/Educational Requirements:

• Demonstrated ability to use and learn new technology (e.g., computers/hardware, mobile, software, cloud-based programs)
• Proficiency with computers, keyboards, monitors and telephone headsets.
• Proficiency in Microsoft Suite of Products (e.g., Word, Outlook, Excel, Teams, Power Point)

Berkshire Residential offers an excellent benefits package, focusing on our employees' total health and wellness. We offer programs and incentives that promote physical, mental, financial, and behavioral wellbeing both within and beyond our workplace. Current anticipated annual base salary range: $50,000 - $70,000. Base salary within the range will be determined by various factors including but not limited to the individual's experience, skills and qualifications. Please visit our Careers page for full details – and to learn more about how we value our employees.