Job Description

The Office Operations Associate supports NexCore’s corporate office functions using excellent organization and communication skills, a keen eye for detail, and strong commitment to customer service. A successful team member will be able to prioritize projects in an ever-evolving environment, balance working individually and in teams, and communicate in a clear and timely fashion. As a national leader in the healthcare real estate industry, NexCore places great importance on a high level of external and internal customer service.

Key Responsibilities

• Open the office each morning. Ensure all kitchen and coffee areas are cleaned and stocked. Conference rooms are clean and set up for the day. Printers and copiers are stocked with paper.
• Manage conference room upkeep and ensure the office is maintained in a neat and orderly appearance to include kitchens, conference rooms, drop-in/hotel offices, storage and commons areas throughout the day.
• Serve as the first point of contact for the organization by professionally answering, screening, and directing incoming telephone calls.
• Welcome clients, guests, vendors, and visitors in a courteous and professional manner, offering refreshments and notifying the appropriate employee of their arrival.
• Manage the distribution and tracking of parking vouchers for guests and vendors upon their departure.
• Proactively coordinate with employees to anticipate and prepare for special guests, meetings, and company events to ensure a seamless visitor experience.
• Manage catering for on-site special events and meetings, including helping with any type of facilitation needed by requester.
• Support the Dir of Office Operations with the maintenance of the office space by being point person for the reporting of issues so Office Ops team can work with building management and vendors to facilitate repairs.
• Maintain supplies by monitoring stock and inventory levels, placing orders, verifying receipt, and stocking items; ensure that spending is within budget.
• Management of all things Mail and Shipping:
  • Maintain postage meter, post office supplies, overnight mail supplies.
  • Retrieve, open, sort, and distribute mail
  • Prepare transmittals for documents being sent via mail, fax, FedEx, or courier
  • Coordinate delivery of overnight packages and mail to proper depository each day
• Sign for all deliveries and ensure delivery to appropriate recipient.
• Code invoices for overnight service/courier service and route to accounting for payment and fax and copy documents, as requested.
• Provide support for special projects and requests, as assigned and assist in other general office duties, as requested.
• Assist Risk Management department with vendor and tenant insurance and assist in the preparation of expense reports.
• Provide general administrative support as requested

Skills, Knowledge, and Expertise

• Associates Degree - Preferred
• High School Diploma - Required
• 3+ years related administrative/professional experience
• Excellent written and verbal communication skills
• Computer software skills (Intermediate MS Office skills)
• Attention to and organization of physical space of the office
• Strong work ethic
• Superior interpersonal skills
• Strong critical thinking ability and strong problem solving skills

Benefits

• Compensation: $52,000 - $60,000 / year
• Eligible for discretionary benefits: performance bonus 10%
• Eligible for standard employee benefit elections: Medical, Dental, Vision, 401K, FSA, HSA, Commuter Benefits, Employee Assistance Program, Life Insurance (employee and dependents), Short-term disability (STD), Long-term disability (LTD), Accidental death & dismemberment (AD&D), vacation days, sick days, and other benefits
• Travel: this position will not require travel

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