Job Description

Job Title : Office Services Associate

Location : Timonium, MD

Shift: 8:00am - 5:00pm; Monday - Friday

Pay - Rate: $24.00/hr - $25.00/hr

Overview :

We are seeking a proactive, courteous, and detail-oriented Receptionist to provide exceptional service at the front desk and support our conference center operations. The ideal candidate will possess a warm demeanor, excellent communication skills, and the ability to multitask in a fast-paced, professional environment. This individual will play a key role in maintaining a welcoming atmosphere and ensuring seamless operations for guests, employees, and meetings.

Key Responsibilities :

Reception Duties :

• Greet guests, visitors, and employees in a professional and friendly manner, either in person or via phone.
• Answer inquiries, redirect as needed, and assist guests with their needs, including offering beverages and attending to personal belongings (e.g., coats, luggage).
• Direct and escort guests, vendors, and clients to meeting rooms and other areas as needed.
• Provide information about building policies, practices, and services.
• Maintain a clean, organized, and welcoming reception area, including ensuring conference rooms are neat and ready for meetings.
• Ensure building security by following all policies, issuing visitor badges, and monitoring access through the security desk.
• Generate and follow up on maintenance work orders and building requests (e.g., freight elevator bookings, supplies).
• Coordinate messenger services and package deliveries when needed.

Conference Center & Hospitality Support :

• Assist in setting up catering for meetings and ensure all refreshments are stocked and replenished as needed.
• Support conference room setup and maintain cleanliness in break rooms and common areas.
• Restock pantries and ensure all supplies are readily available for guests and meetings.
• Provide concierge services as requested, such as arranging travel, reservations, and car service.
• Assist with meeting logistics and coordinate catering requests for internal and external meetings.

Mailroom Functions :

• Sort incoming mail and route to appropriate departments and individuals.
• Handle outgoing mail, ensuring it is properly packaged, labeled, and sent to the correct recipient or destination.
• Manage courier packages, ensuring timely delivery and receipt.

Print Operations :

• Handle daily print operations including black and white copying, color copying, binding, laminating, and litigation print jobs.
• Ensure print jobs are completed in a timely manner with attention to quality and accuracy.
• Operate and maintain print equipment, reporting any malfunctions or issues to the appropriate team.

Inventory Control :

• Maintain and organize inventory for office supplies, ensuring availability and restocking of essential materials.
• Track and manage stock levels for mailroom supplies, print materials, and other office items, reporting any discrepancies.

Administrative & Clerical Support :

• Assist with clerical tasks such as document production, filing, and maintaining updated contact lists for staff and attorneys.
• Support copying, printing, scanning, and mailing tasks, including processing USPS, FedEx, and other courier packages.
• Maintain and organize technology and support materials for guests’ use.

Additional Responsibilities :

• Provide general administrative support to staff and attorneys as needed.
• Collaborate with team members to ensure efficient operations across departments.
• Handle any additional requests as needed by the organization, ensuring a high level of service.

Key Skills & Qualifications :

• Exceptional customer service and communication skills, both in person and over the phone.
• Ability to multitask in a fast-paced, high-energy environment.
• Strong attention to detail and organizational skills.
• Knowledge of office technology (phone systems, computers, and basic office equipment).
• Professional appearance and demeanor with the ability to interact effectively with all levels of personnel.
• Ability to maintain confidentiality and follow building security procedures.
• Previous reception or hospitality experience preferred.
• Experience with print operations and inventory management is a plus.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.

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