Office Services Coordinator

Front Desk Receptionist

The Guidehouse Office Services Team is seeking a new team member to fill the position of Front Desk Receptionist at the International Headquarters, with potential rotation at other locations in Arlington and Rockville as needed. This role involves serving as the initial point of contact for employees, clients, and guests, and representing the organization. Responsibilities include managing front desk operations and assisting with maintenance tasks that support office functions and employee experience. The preferred candidate should demonstrate professionalism, maintain a customer service-oriented approach, and treat all employees and team members with respect.

Responsibilities include:

• Manage the day-to-day functions of the Office Services team focusing on individual and department services quality.
• Greet and welcome visitors and direct them to the appropriate person.
• Answering incoming telephone calls, determine the purpose of callers and direct phone calls
• Provide exceptional customer service.
• Manages Facilities/OS mailbox daily and responds within a reasonable timeframe.
• Manage conference room reservations
• Respond to employee requests received by email, Teams, telephone calls, or other communication promptly and courteously, with a customer service focus.
• Perform a wide variety of general clerical work, including production, photocopying, filing, scanning, and mailings from inception to completion.
• Operate and maintain a variety of office equipment and troubleshoot with IT as needed, including copier machine(s), binding machine(s), facsimile machine, per existing vendor and/or manufacturer contracts and agreements.
• Ensure all breakroom/café equipment is functional and maintained. Contact vendors as needed.
• Troubleshoot AV minor equipment issues, such as missing cables, simple hardware connectors, and plug-in for functional operations.
• Receive and distribute all incoming packages, faxes, and mail; process outgoing mail and overnight packages as necessary; frequent lifting of boxes up to 50 lbs.
• Maintain Mail Distribution List (where applicable)
• Maintain inventory of office supplies, break room, coffee, tea, and water supplies, and vending items (as appropriate), and keep common office areas stocked with supplies and clean; this includes copy/supply/mail areas, pantries, conference rooms, meeting rooms, huddle rooms, and all other ancillary meeting spaces.
• Work with Office Services Team Lead (as appropriate) to report and track repairs for the office space; respond to requests for office maintenance as needed in coordination with the Office Lead (where applicable)
• Submit work orders to building management (where applicable) and schedule maintenance/repairs as needed with building management and/or external vendors.
• Coordinate all poster (HR/Legal) displays in common areas and bulk distributions in accordance with deadlines and removal dates.
• Coordinate with Office Lead/Operations Business Partner to ensure Office Services Manual and Emergency Response Guide are always up to date and available.
• Maintain meeting room schedules, assist with meeting set-up/breakdown, which may include assistance with food/beverage set-up (where applicable) as well as clean up
• Ensure contracted services provided by outside vendors (cleaning services, food services, etc.) and building services (janitorial, parking, badging, interior and exterior furnishings, etc.) are meeting contract standards.
• Assists with records management to include onsite/offsite storage (Iron Mountain) facilitation and coordination of shred bin pick-up service.
• Perform special projects and other duties, as required.
• Assist Real Estate and Office Lead (where applicable) with all internal office/cubicle moves and/or clean-out.
• Streamline procedures and recommend improvements for efficiency or effectiveness of service.
• Collaborates well with team members, coaching and cross-training within the job area.
• Work overtime, if applicable and as necessary, with prior approval.
• Works under moderate or limited supervision

What You Will Need:

• High school diploma required
• Three (3) + years of experience in a Facilities/Offices Services role
• Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel, and PowerPoint)
• Ability to learn new software systems when necessary

Demonstrate ability to:

• Act with discretion and maintain complete confidentiality
• Ability to communicate office policy and procedure to all employees in the office; escalates local office issues to Manager to provide resolution on complex issues
• Establish and maintain strong working relationships with internal clients
• Flexibility in a fast-paced environment and when unexpected events occur
• Sound judgment in decision making and problem solving
• Read and interpret written communication

What Would Be Nice To Have:

• 3 - 5 years in a top-tier professional services firm or in a corporate office/headquarters multi-floor environment
• Experience with Peoplesoft, Workday, AgilQuest, and C-Cure a plus
• Professional and polished demeanor in dealing with all situations
• Takes initiative and works with urgency
• Dependable with strong work values - honest, self-confident, and a positive attitude
• Ability to work overtime as necessary, with prior approval
• Collaborate well with team members, coaching and cross-training within the job area
• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels
• Highly resourceful team-player
• Works under moderate or limited supervision
• Ability to lift boxes up to 50 lbs.
• Brand Ambassador of Guidehouse (the company) and RIISE values

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Position may be eligible for a discretionary variable incentive bonus
• Parental Leave and Adoption Assistance
• 401(k) Retirement Plan
• Basic Life & Supplemental Life
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Student Loan PayDown
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach
• Emergency Back-Up Childcare Program
• Mobility Stipend