Office Services Team Lead

Job qualifications

- High school diploma or equivalent.
- Minimum of 3 years’ experience in office services preferably in a legal, banking or large corporate environment.
- Experience leading employees in areas of process and policy adherence, and time and absence tracking.
- Experience curating workflow in an organized manner to meet deadlines occurring quickly and simultaneously.
- Intermediate computer skills required, generally using Microsoft Office.
- Familiar with procedures, software and equipment supporting applicable to service lines.
- Ability to cultivate and maintain effective working relationships with clients and team members through excellent, professional verbal and written communication skills.
- Attention to detail with emphasis on accuracy and quality.
- Ability to handle sensitive and/or confidential documents and information.
- Capable of demonstrating exemplary work ethics and professionalism at all times; maintains professional demeanor and composure at all customer service interactions.
- Ability to make independent decisions and use problem-solving skills and in line with appropriate standards/procedures.
- Excellent problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level.
- Must be able to interact effectively with multi-functional and diverse backgrounds in a fast-paced, team environment.
- Must be self-motivated with positive can-do attitude.

Supervision

- Number and title(s) of direct reports (if any): This position may work at a location with no on-site manager and have one direct report, or work at a location with an on-site manager and have 7 or less direct reports.  Direct reports may include Office Services Associate, Sr. Office Services Associate and Office Services Workflow Coordinator

- Received: Supervisor, Manager, Director

Job relationships

- Internal: This position works closely with the Office Services team
- External: Clients

Job duties

(* denotes an “essential function”)

- *Conduct time and absence for direct reports, including ensuring system accuracy and compliance with timekeeping policies and procedures
- *Communicate with direct reports, manager and client on job or deadline issues.
- *Immediately escalate operational problems or issues to Supervisor or Manager.
- *Handle client concerns and be able to problem-solve resolutions in accordance with policies and procedures.
- *Intake jobs by being able to interpret and understand all manners of client request, and coordinate workflow within the team, prioritizing jobs and delegating duties to associates.
- *Ensure team provides outstanding service to client, while building strong customer relationships.
- *Produce required reports on schedule.
- *Assist the team in completing large or more complex jobs (i.e. large numbers of requests or high volumes of incoming/outgoing activities, expansive administrative support requests)
- *Conduct and oversee quality assurance process to maintain efficient workflow and assure client satisfaction.
- *Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines.
- *Assess incoming requests selecting the best equipment and/or resources for successful completion
- *Make sure team follows standard operating procedures.
- *Train new employees on policies and procedures.
- Load copiers with paper and toner as needed.
- Maintain all logs and reporting documentation as required.
- Additional duties may include client or manager requests, such as setting-up conference rooms with audio/visual equipment and/or furniture configuration, mail and messenger services, food and beverage services, assist with reception coverage, manage multiple phone lines and/or visitor check-in, support large or complex projects, immediate client requests, etc.
- Must be able to lift up to 50 lbs. on a regular basis.
- Adhere to Williams Lea policies in addition to client site policies.
- Use equipment and supplies in a cost-efficient manner.

Working conditions

- Position operates at sites with maximum of 24/7 operations.  Individual shift requirements will vary by site.
- Ability to work overtime as needed.
- Work is performed in a professional work environment.
- Professional attire required.
- Hazards include working with office machines (copiers, faxes, scanners, bindery equipment, paper cutters) and cleaning supplies and toner.
- Must be able to work standing up all or most of the time.

Physical/sensory requirements & environmental settings

Key to frequency codes:

R = Rarely (less than 0.5 hours per day)                      C = Continually (5.6 - 8.0 hours per day)

O = Occasionally (0.6 - 2.5 hours per day)                   N/A = Not Applicable

F = Frequently (2.6 - 5.5 hours per day)

Enter a frequency code in each space Indicated:

Physical requirements:

Sitting:                      R

Stationary standing: F

Walking:                  F

Ability to be mobile:  F

Crouching:                O

Kneeling/crawling:   O

Stooping:                O

Twisting:                   O

Turning/pivoting:      O

Climbing:                  R

Balancing:               R

Reaching overhead:   O

Grasping:                  F

Keyboarding:            F

Pinching:                 F

Pushing:                    F

Lifting:                    F

Typical weight:

5 lbs.

Typical weight:

5 lbs.

Maximum weight:

50 lbs.

Maximum weight:

50 lbs.

Other physical:

Sensory requirements:

Talking in person:                                         F

Talking on the phone:                                      F

Hearing in person:                                        F

Hearing on the phone:                                     F

Other sensory:

Environmental settings:

Safety (e.g., clothing, safety equipment):

N/A

Exposures (e.g., fumes, chemicals, vibrations, humidity, temperature, dust, noise, etc.):

Copier Noise

Operation of heavy equipment, tools, vehicles, etc.:

Paper cutter, toner, bindery equipment

Required hygiene standards (e.g., food handling, contaminated and/or sterile equipment):

N/A

Other environmental:

N/A

Statement of other duties

This document describes the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions.