Office Services Support(Temp to HIRE)

Duration: 2months + This is a temp-to-hire role that will be extended at a minimum of 2 additional months prior to consideration of transition to Permanent role
Location:  San Antonio, TX 78216


1) Facilities  
a) Order and stock standardized list of office supplies; assist in directing requesters to online requisition in Self Service Applications for purchasing office supplies.
b) Order and stock internal mailroom supplies (e.g. shipping supplies, stationery, copy paper, toner, etc.).
c) Maintain adequate supply of copy paper, toner and stationery in all copier rooms.
d) Maintain and arrange for service on office equipment.
e) Assist in maintaining clean and neat conference rooms.
f) Assist in stocking kitchen with appropriate paper products and beverages where appropriate.
g) Assist with checkout of portable equipment.
h) Work with field technical support personnel to ensure operational effectiveness of AV equipment up to and including repairs, upgrades, and maintenance agreements.
i) Maintain conference room schedules for the facility via Calendar.
j) Assist in planning for and execution of office moves. 
k) Coordinate removal of retired, broken and unused assets with Fixed Assets and the preferred disposal vendor.


2) Mail services
a) Sort and distribute all incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries.
b) Place mail in appropriate employee mailboxes.
c) Prepare and send all outgoing mail.
d) Prepare all shipments by specified pickup time.
e) Verify mail and/or packages being shipped are not personal items.
f) Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.
g) Track postage and print/order stamps as necessary.
h) Obtain most current regulations from local U.S. post office and rate charts.
i) Maintain accurate mail distribution records; package recipients need to sign for deliveries.
j) Understand and maintain international shipping documentation, forms.
k) Secure all deliveries as required.
l) Prepare packages for interoffice distribution.
m) Maintain a neat and orderly mailroom and copy areas.
n) Monitor all costs associated with mail and delivery services; report excessive costs and cost savings opportunities to the office manager.
o) Maintain adequate inventory of approved general office supplies including supplies for office equipment.


5) Purchasing
a) Maintain accountability for all assigned and mail room related requisitions.
b) Meet sourcing compliance requirements, per the specified guidelines, by obtaining competitive bids, fairly rating all bidders and providing a justification why the winning bid was selected for all purchasing activities above $10K.
c) As directed by manager, obtain vendor price quotes, prepare purchase requisitions with accompanying justification via web, obtain vendor statements of work,arrange for new vendor setup and route requests to appropriate management level for approval.
d) Seek to identify cost effective purchasing alternatives.
e) Monitor purchase orders and vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.

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