Office Support Specialit
Human API
About the Team
The Office Support Specialist works closely with the Office Manager and supports the broader office operations team. The role partners regularly with the Security team based in Atlanta, ensuring that front desk and visitor procedures align with global security standards.
The Office Support Specialist and Office Manager act as backup support for each other at the front desk when needed, ensuring continuous coverage and smooth office operations.
About the Role
The Office Support Specialist is a front‑of‑house, operational role with primary responsibility for the front desk and reception area. The role serves as the first point of contact for employees and visitors and plays a critical part in ensuring a welcoming, secure, and well‑run office environment.
This position is operational in nature, with a strong focus on customer service, security procedures, and daily office support, and it is the direct replacement for an existing role.
Responsibilities
- Responsible for front desk and reception services, greeting visitors and employees professionally, answering and directing phone calls promptly and effectively communicating to others.
- Coordinate postage and courier services, preparing outgoing shipments, arranging pickups, controlling and tracking package logs, reporting deliveries, and sorting and distributing mail accordingly.
- Maintain the office facilities environment by reporting maintenance and cleaning needs, monitoring the maintenance schedule, coordinating HVAC and carpet cleaning.
- Ensure compliance with security protocols, register visitors and issue access badges, and support employees from other locations who need access to the office.
- Assist with meeting room and workspace bookings, prepare refreshments or materials for meetings, and support internal events and gatherings.
- Keep the office supplies inventory updated, monitoring and placing orders for office materials, fruit, coffee, and kitchen supplies.
- Support internal and external users with office procedures and guidance.
- Assist during fire drills and emergency evacuations, maintain the emergency contact list up to date, and report any changes to the BCP team.
- Coordinate parking assignments and maintain accurate records of allocated spaces.
- File vendor and appropriate property documents.
- Support Global Network team reporting any technical issues, opening and following tickets.
- Prepare invoices for payment through the GBS system and support the AP team with any inquiries. 13 Special projects and other duties as assigned
Requirements
Experience or strong capability in customer service or front‑facing roles, with confidence interacting with a wide range of people.
Ability to remain calm, professional, and assertive when enforcing rules or correcting non‑compliance with procedures.
Comfort working in a front desk / reception environment as a primary responsibility.
Willingness and ability to follow and apply security procedures consistently
English proficiency sufficient to support global interactions and act as backup coverage when required.
Strong collaboration skills and willingness to support the Office Manager and broader office operations team.
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