The Simons Foundation is seeking a highly organized and responsible Office Services Supervisor. The position will perform a wide range of supervisory and general office service support. Key to this role with be managing the office services staff for two buildings and overall lobby operations.
160 Fifth Avenue
Full time
R0001032
POSITION SUMMARY
The Simons Foundation is seeking a highly organized and responsible Office Services Supervisor. The position will perform a wide range of supervisory and general office service support. Key to this role with be managing the office services staff for two buildings and overall lobby operations. This position will also oversee and manage the foundation's conference room reservation system and working with managers across the organization to assist with growing meeting room demand. This would include the management of the foundation's expanded conference room facilities. Additionally, this position will oversee mail services for incoming and outgoing mail and packages. The Office Services Supervisor must be well versed in Google Suite applications and able to prepare necessary reports and analysis. The ideal candidate is a positive, detail-oriented team player who can work independently, manage competing priorities and display good judgement.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES
- Supervise the daily activities of foundation's front office operations and mailroom staff. Maintain workflow, staffing and scheduling to achieve targeted operational results.
- Coordinate short term front office operations staffing for evening and weekend events. Work with HR to maintain a small group of temporary staff to facilitate seamless front desk operations for all meetings and events.
- Develop strategies to improve front desk and lobby operations and performance. Ensure lobby appearance presents in a manner that is welcoming to guests.
- Oversee guest registration and guest list management.
- Serve as the primary system administrator of Condeco, the foundation's conference room reservation system. Answer questions concerning space configurations, AV equipment and overall conference center capabilities.
- Run both daily and weekly conference room reservation reports to distribute to staff and affected support departments to forecast upcoming events, with a focus on events that require special attention.
- Oversee mail services staff. Provide efficient and professional mail services support to staff across the foundation.
- Oversee purchasing of general supplies requested by staff and processed by front office operations staff. This includes business cards, stationary, headphones and other supplies ordered through Amazon, Staples, B&H and Apple E-Commerce.
- Utilize Formstack to create automated forms as needed, inclusive of guest health screening questionnaires. Perform integration and maintenance as necessary.
- Partner with other teams as needed to execute a variety of health and safety related office protocols.
- Oversee the new hire onboarding/offboarding tracker tool and partner with office staff to ensure that it is current and up to date. Execute responsibilities for new hires onboarding.
- Maintain staff list in SF emergency notification system as part of the on-boarding and off-boarding process.
- Provide necessary maintenance of the iOffice mail module as well as backup support for all other iOffice modules.
- Provide back-up coverage to front office operations staff as needed.
- Exercise professional judgement to resolve routine operational issues, escalating to the Director of Facilities and Building Operations as needed.
- Assist with special projects and perform any other duties or tasks as assigned or required.
MINIMUM QUALIFICATIONS
Education
- Bachelor's degree preferred but not required
Experience
- 3-5 years of experience in a relevant role or similar position
- Prior supervisory experience
- Experience working with a nonprofit a plus but not necessary
Related Skills & Other Requirements
- Experience managing reception and mail services
- Experience in implementing operational processes
- Strong organizational skills and problem-solving abilities
- Ability to manage competing priorities while exercising sound judgement
- Must be empathetic, helpful and highly attentive to time and detail.
- Strong computer skills, particularly with Microsoft Applications, Google Suite applications, Concur Travel and Expense, iOffice, Formstack and FileMaker in a Mac environment.
REQUIRED APPLICATION MATERIALS
- Please submit a resume and cover letter stating your interest in the position.
THE SIMONS FOUNDATION'S DIVERSITY COMMITMENT
Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment.The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply.We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state and local law.
Apply Here: https://www.click2apply.net/RDoLZPUW6RG71HPLDunXwz
PI174386481