Operations Specialist
44 Montgomery St # 36, San Francisco, CA 94104 San fran, CA 94104 US
Job Description
- Coordinates and schedules repairs and maintenance of office facilities, equipment, and furniture in the San Francisco Office.
- Monitors and oversees the purchasing of various office equipment, furniture, and office supplies.
- Serves as the primary contact with various service and supply vendors, contractors, and trade professionals.
- Has overall responsibility for the day-to-day maintenance and operation of the firm’s card access system (S2) including issuing building access cards, maintaining the card access system database and providing management with card access reports as requested.
- Works with internal departments, end-users, and supply requestors to understand their needs and establish efficient means of providing required supplies.
- Has overall responsibility for day-to-day coverage and functions of the reception desk and duties.
- Works in conjunction with and as a back-up for the local IT department.
- In collaboration with Firmwide Records Manager, oversees the local office records functions including offsite records retrieval and sending of records and secure shredding.
- Oversees the of ordering of printed materials for the San Francisco office, including business cards. Monitors personnel New Hire and Status announcements to ensure materials are ordered in a timely manner, and prepares card proofs, places orders, and tracks deliveries.
- Works with appropriate vendors to ensure quality, timely deliveries, and receipt of appropriate documentation.
- Reviews invoices for accuracy and completeness, and confirms deliveries match up with invoices.
- Prepares and processes invoices through Chrome River for approval and works closely with Finance to reconcile invoices.
- Coordinates the assessment and installation of ergonomic equipment.
- Coordinates service requests with building management.
- Assists Senior Manager of Administration and Chief Administrative Officer with gathering information to prepare departmental budgets. Assists in tracking expenditures to ensure department is operating within approved budget figures.
- Works with the Senior Manager of Administration to coordinate and maintain firm’s Life Safety and Emergency Evacuation Procedures Program.
Qualifications:
- Bachelor’s degree is preferred.
- 5+ years of related experience in an operations/facilities position, preferably within a professional services environment.
- Excellent computer skills, including proficiency in using MS Office Suite (Word, Outlook, Excel and PowerPoint). The ability to quickly get up to speed and master new applications and software is critical.
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