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Office Services Coordinator

Position ID: CM/NJcoordinator
Location: Troy Hills NJ

Office Services Coordinator

Our client is an International Commercial Property Management organization that has and excellent reputation and is growing fast.



Reception • Provide concierge and best in class service offerings to our customers and clients. • Answer telephones in a professional manner and accurately direct calls. • Greet clients and customers and verify entry into visitor’s system. • Maintain organized reception and conference room area. • Input visitors into base building system if required. • Maintain amenity information (i.e. on-site or near amenities, transportation, community retail, organizational information, etc.).


Conference Services • Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc. • Help with setup/clean-up of conference rooms for client meetings and events as needed to include beverage service as needed. • Take timely action on all incoming emails sent to the Conference Services in Box; efficiently monitor and prioritize in-coming email requests; adhere to set procedures for follow through, organization and individual flagging of emails. • Oversee self-service rooms that are managed through reservation system.  • Manage video conference rooms and coordinate with other locations as needed. • Assist in maintaining pantry areas in a neat and orderly manner. • Manage pantry supplies and place refill orders as needed.


Mail Services • Handling, tracking and sorting of Incoming USPS Mail, Accountable (FedEx, UPS, DHL, Certified and Registered) Mail, Freight and Packages within established timeline. • Operating postage meter and scanning equipment to track all accountable mail • Security Screening of Inbound Mail, Freight and Accountable Mail (may include x-raying or other methods of detecting suspicious items). • Process Incoming and Outgoing Interoffice mail for shipment within established timeline. • Assist customers with the shipment of freight or packages, may include proper packing of equipment for safe handling. • Consult clients/customers on proper outbound courier and mail service options. • Coordinate requested courier pick-ups with approved courier services Vendors. • Maintain adequate courier shipping supplies inventory by placing orders as necessary. • Maintain a clean and organized service center at all times.


Office Supplies • Maintain clean and organized dedicated Office supply storage areas. • Place office supply orders through ordering system. • Conduct regular Office supply inventory inspections of designated storage areas. • Manage Office supply inventory to ensure sufficient stock in office space. • Respond to customer requests and inquiries in regards to Office supply availability. • Review files, records and other documents to obtain information to respond to requests.


Facilities Management Support • Coordinate and manage facility maintenance and repair services with CBRE Facilities Management team; assist with coordinating and scheduling of maintenance activities. • Place Helpdesk tickets for subpar space conditions or equipment issues. • Conduct regular facilities inspections as directed by the Facility Management team. • Act as first responder for facilities related issues as required.

Westport One consistently ranks as one of the top 10 offices within the MRI Network system, which consists of more than 700 offices worldwide.

We are the Contract Staffing "industry leaders" working specifically on contract and permanent positions within all industries.  Key positions we fill are:  General Office, Receptionists, Administrative Assistants, Secretaries, Executive Assistants, Transcriptionists, Customer Service Representatives, Human Resource Assistants, Data Entry, Accounts Payable, Accounts Receivable, Payroll, Bookkeeper, Medical Assistants, Medical Billing, Front Office, Back Office, Legal Secretaries, and Paralegals.


Any inquiries relating to this ad will be kept confidential.

To learn more about our organization please visit us at

To apply for this position, submit your resume by choosing one or more of the following:



  • Email your resume in WORD format to .  Please refer to job reference code CM/NJcoordinator in the subject line.


  • Fax resume with cover letter to: 314-991-9586.  Attention:  Chris Mazzola.  Please refer to job reference code CM/NJcoordinator



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