JOB DESCRIPTION

Office Administrator – Adams Street Partners

Reporting to: Office Manager

Location: One Great Cumberland Place, Marble Arch

Job Purpose:

To be the first/last point of contact for our members and guests, providing them a warm and welcoming experience. To support the Office Manager and site teams in creating an environment where our members can thrive. To build meaningful connections with the office team, shareholders, and guests, giving them passionate above-and-beyond service.

The role:

As an Office Administrator, you'll be the face of the floor and and have a strong presence in the office. In this role you are responsible for all team members and guests first (and last) experience of the building. Our Office Administrator is an integral part of the day-to-day success and works within a cohesive team that is committed to providing exceptional service. In this role you will work alongside the Office Manager daily and cultivate meaningful connections with all tenants and guests. You must be passionate about people, obsessed with organisation and in delivering a 5* customer service experience to everyone you meet.

You will deliver this by (roles/responsibilities):

Mail Services:

• Responsible for receiving, sorting, and distributing USPS mail
• Receive mail and sort in a timely manner via designated sorting protocols
• Deliver accurately and in compliance with assigned delivery times
• Provide assistance to end-users with outgoing mailings, including stuffing, stamping, and sealing when applicable
• Ensure outgoing mail is in the appropriate, designated areas prior to USPS pick-up times
• Responsible for receiving, logging, sorting, and distributing incoming packages from all services (USPS, UPS, FedEx, DHL, etc.)
• Receive packages in the mail centre
• Deliver packages in compliance with assigned delivery schedule following guidelines for delivery methods, as applicable
• Provide assistance to end-users with outgoing shipments, including packaging and assisting with labels when applicable, as well as suggesting alternate methods for cost- savings initiatives
• Assist end-users in tracking their packages as needed
• Communicate with end-users about their incoming and outgoing packages as needed
• Courier services, coordination, and management

Copy Centre Management:

• Responsible for receiving, producing, and distributing print requests
• Provide customer service support to end-users
• Utilize supplies and resources efficiently
• Maintain equipment and ensure equipment and supplies are fully stocked

Convenience Copier Services:

• Responsible for maintaining satellite multi-functional devices (MFDs) throughout Adams Street Partners’ facility.
• Physically check each device to determine if the equipment needs supplies (toner, staples, developer, paper)
• Replenish/order supplies as needed
• You will assure that the “glass” portion of the FD is clean of any debris that would prevent an optimal image from being scanned

Hospitality and Meeting Room Management:

• Monitor cleanliness of conference rooms in and out of use and ensure fully stocked with supplies, stationary, and other conference requirements
• Maintain stock and cleanliness within the kitchen, including light cleaning and restocking supplies

Administrative Support:

• Work order management
• Monitor building facilities and ensure accurate reporting for any facilities requests
• Fulfilment
• Support the team with miscellaneous administrative requests
• Support the team with light office cleaning

Reception Services:

• Provide back-up for Adams Street Partners’ reception area when applicable

General Partnership/Services:

• Contribute best practices for contracted services to Adams Street Partners and develop written procedures for the services we’re providing
• Develop, with Adams Street Partners, customised reporting for all services provided
• Make reasonable efforts to ensure that all employees are cross trained in all functional areas and shift employees to other functions as needed to balance workload and meet demand.
• Add operation efficiencies for long term improvements to Adams Street office.

Technology:

• Assist and triage any issues with Adams Street IT Dept.

Person Specification

This job description reflects the present requirements of the post and should not be seen as an exhaustive list of responsibilities. Duties and responsibilities may develop and change in consultation with line management.