Office Services Administrator

Office Services Administrator

Location: Washington, DC,  United States

Job Description:

Regular Full-Time

Washington, D.C., Washington, DC, US

Requisition ID: 1142

Salary Range:$43,000.00 To $52,000.00 Annually

Under the supervision of Director, Human Resources the Office Services Administrators are responsible for the day-to-day operations and management of the office services function to include assistance with hospitality, reception, office services, meetings, onboarding/offboarding and facilities support. 

Essential Functions: 

• Performs tasks across all other functions within office services as needed.
  • Mail/Distribution Services
  • Production Services (Print/Scan and copy)
  • Hospitality Services
  • Reception
  • Conference, meeting, and Audio-Visual support
  • Onboarding and offboarding
  • Facility vendor coordination 
• Manages mailroom operations. Logs and posts outgoing mail.  Selects the most cost-effective means of mail distribution based on priority, destination, and required delivery time. Ensures that all mail is regularly delivered within the office and sent in a timely manner and meets daily deadlines. Maintains the confidentiality of sensitive information and ensures compliance with standards related to proprietary information. Sorts returned mail into batches based on label codes
• Coordinates daily reception desk and main phone line team coverage
• Prepares workspace to onboard new hires, to include new hire orientation materials and office supplies; Confirms IT equipment has been set up. Coordinates offboarding and workspace or office clean out with Human Resources.
• Support facilities and IT by assisting with coordination of service, preventive repairs and routine maintenance as needed, within assigned budgets.  Reports and coordinates issues to facilities for building engineers or vendor repairs; Meet and monitor vendors during repairs; Coordinate with the property manager if requested by facilities on repairs, events and special projects; Coordinate office furniture moves and set ups as requested by facilities.
• In coordination with IT, set up and troubleshoot audio/visual equipment for VIP meetings, in conference rooms, and occasional off-site meetings. Train staff on the basic functions of AV
• Assist the Meetings, Executive, and departmental teams with employee and/or office events, planning, organization and set up, as requested
• Maintains office and kitchen supply inventory and reorders; Checks inventories and set up daily, organizing and resorting as needed.
• Arranges conference rooms (furniture, power supplies, and audio/visual system configuration) in support of various meetings and functions; Maintains conference room organization, professional appearance and supplies through daily sweeps
• Maintain FedEx log for incoming packages.  Tracks postage due. Compiles and places in one receipt log for use by Accounting; Tracks missing shipments through tracking system as needed.
• Operates and maintains office copiers to include stocking, troubleshooting and training new hires. Coordinates maintenance schedules for office equipment. Repairs equipment when able and changes supplies as necessary.
• Maintains office and storage areas in a neat and orderly manner.  
• Available to travel domestically and internationally to support CFP Board meetings, as requested
• Deliver service with enthusiasm, positive attitude and an approach to deliver the highest quality service.
• Other office services duties as assigned.

Background/Skills/Abilities Preferred: 

• High School Diploma or equivalent.
• Minimum 1+ years office services experience.
• Possesses strong administrative support and organization skills.
• Intermediate level experience effectively using Micro Soft Office Suite (Word, Outlook, Excel) to maintain and create routine reporting and communications.
• Demonstrated professional, friendly, accurate and factual communications for telephone and personal contact: Ability to communicate effectively in a rapidly changing environment and with all stakeholders in a timely manner
• Understands and successfully operates conventional office equipment including telephones, copiers, printers/scanners, binding machine and postage machine.
• Familiarity with AV equipment setup, use, and troubleshooting
• Excellent attention to detail.
• Ability to work independently within approved guidelines and protocols.
• Ability to coordinate and execute in advance meetings, events, projects, and other activities. 
• Ability to function with a high level of patience, tact and diplomacy in problem-solving situations.
• Flexibility to effectively manage multiple projects;
• Ability to travel domestically and internationally occasionally.
• General mobility to move through facility, attend and participate in meetings; Ability to move between normal sitting and standing activities for an office environment are required; Ability to work extended periods in support of organization special events  
• Ability to lift or move heavy boxes and objects up to 40 lbs.
• Ability to work overtime when needed

About CFP Board 

CFP Board is the professional body for personal financial planners in the U.S. CFP Board consists of two affiliated organizations focused on advancing the financial planning profession for the public’s benefit. CFP Board of Standards (501(c)(6)) sets and upholds standards for financial planning and administers the prestigious CERTIFIED FINANCIAL PLANNERTM certification — widely recognized by the public, advisors and firms as the standard for financial planners — so that the public has access to the benefits of competent and ethical financial planning.  

CFP® certification is held by more than 100,000 people in the U.S. CFP Board Center for Financial Planning (501(c)(3)) addresses diversity and workforce development challenges and conducts and publishes research that adds to the financial planning profession’s body of knowledge. 

This position works on programs which are part of the 501 (c)(3) and 501 (c)(6). 

This position is based in the Washington D.C. office and works a hybrid schedule which could be changed at any time. 

CFP Board believes that diversity of experience and perspective are strengths and seeks to continue to grow a highly committed, skilled, and collaborative staff. 

CFP Board is an Equal Opportunity Employer. The applicable starting annual base salary is anticipated to be in the range of $43,000 to $52,000. In addition to base salary, total compensation includes incentive compensation for which employees are eligible based on completion of individual goals.