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Job Title: Administrator - Office Services
Job Location: NY: New York
Pay Rate: Open
Job Length: full time
Start Date: 2008-08-22

Company Name: PricewaterhouseCoopers
Contact: Recruiter
Phone: email only please
Fax: email only please

Description: Administrator - Office Services Job Description The Administrator - Office Services provides administrative support services, which may include Records Management, Service Center, Document Scanner, Concierge, and Alternative Officing. These services provide facilities maintenance, hoteling, supplies management, conference room management, moving/lifting, and other miscellaneous services. Quality Service Delivery: Responsible for the effective delivery of office services the Partners, staff and visitors to the Market or office. Maintain the ARMS system to ensure client information is current. Ensure that covers of all client records submitted to the Records Center by the client service staff are reviewed for accuracy, and are consistent with the Records Center guidelines and procedures. Assist client service staff requesting client information, schedule retrieval of client records from off-site vendor. Ensure delivery of client related documents according to instructions and deadlines. Train new staff members on the Records Management database. Instruct client service staff, Executive Assistants, other Administrative personnel, and new file room staff in the use of ARMS records management system and records room-related procedures and processes. Responsible for retention and termination according to the PwC Record Retention policy and work on archiving files. Work closely with the supervisor/coordinator (if applicable) of the Records department to ensure firm policies are complied with in Records room. Data entry, add, delete and maintain client information in the ARMS system Respond to user information and research requests Verify accuracy of client documents received, making corrections or returning to sender for appropriate action Coordinate/schedule retrieval of client records from on and off-site locations Notify messenger center, verify and arrange for in-house delivery (if applicable) Prepare client records for off-site storage Purge, post, pack, label and move heavy archive boxes As Applicable - Service Center responsibilities: Administer Photo IDs for all PwC staff and contractors (depending on office size). Serve as back up service centers, reprographics, and receptionists. Transport boxes/light furniture between floors. Assist client service staff with hoteling needs; assist with finding visiting Partner offices (depending on office size). Work with Administrative/Office Services staff to Reverse-Hotel partner and managers (depending on office size). Maintain clean desk policy for Hoteling system (depending on office size). Provide short term storage of workpapers for hotelers. Coordinate and assist in the placement and retrieval of WIP files in service center file areas. Monitor status of all WIP files in service center ; coordinate movement of WIP files to central file room. As Applicable - Concierge responsibilities: Assign new hoteling staff to correct hoteling tiers, assign long term space coordinating with appropriate HR manager and Administrative/Office Services supervisor. Assist with staffs hoteling questions/inquiries/problems and maintain the hotel database (depending on the office size) Work with USIT in trouble shooting telephone routing issues. Distribute daily workspace availability reports, work with Service Centers on identifying "Reverse hoteling" opportunities. Maintain correct space allocation to LOS, daily update both PFM and hoteling system with all staffing changes, responsible for maintaining updated maps and posting to Directory. Train as backup in other Office Services responsibilities. Help maintain staff work area (i.e. keep neat and maintain general office supplies at desks). Help keep copier and fax areas supplied and neat. Run necessary errands for staff members including, but not limited to, delivering proposals to clients and law firms, retrieving supplies from supply room or vendors, deliver lunch for client meetings. Return documents and files to file room. Assist with the set up of meetings (i.e. set up projectors, carry binders to conference room, clean up after meeting). Perform photocopying tasks. Coordinate desk reservations (depending on office size). Answer Concierge phone (depending on office size). Printing daily setup and takedown reports. Special projects as needed. As Applicable - Alternative Officing (AO) responsibilities: Assign new hoteling staff to correct hoteling tiers, assign long term space coordinating with appropriate HR manager and Administrative/Office Services supervisor. Assist with staffs hoteling questions/inquiries/problems and maintain the hotel database (depending on the office size). * Work with USIT in trouble shooting telephone routing issues. * Distribute daily workspace availability reports, work with Service Centers on identifying "Reverse hoteling" opportunities.Maintain correct space allocation to LOS, daily update both PFM and hoteling system with all staffing changes, responsible for maintaining updated maps and posting to Directory.Train as backup in other Office Services responsibilities.Help maintain staff work area (i.e. keep neat and maintain general office supplies at desks). Help keep copier and fax areas supplied and neat.Responsible for administrative support to the business objectives of the Market Office Services model related to client satisfaction and service delivery at all offices within the Market.Responsible for administrative support to the Market Office Services Leaders business objectives related to client satisfaction.Responsible for administrative support to the Market Office Services Manager in locally implementing the Customer Relationship Management model by providing highest quality, client-focused customer service and helping ensure positive working relationships are formed and retained.Quality Service Delivery:Deliver value to market or site office clients/customers and other visitors as measured from through informal and formal feedback.Align service delivery with customer needs and preferences.Continuous process improvement.Network Collaboration:Provide administrative support to goals aligned to the Market Office Services model and market and/or site administrative leadershipParticipate in market or site office administrative meetings on a regular and active basisShare best practices and knowledge with other IFS team membersPeople and Performance Management:Actively maintain and support all standards of performance for market office service staff at the 4N/5N level.Align service delivery with customer needs and preferences.Continuous process improvement.Performs disciplined performance management of direct reports and drives consistency within the market for office services personnelStrong technical capabilities and interpersonal skills across the spectrum of Office Services. Actively contribute to the vision of the Five Star Quality Service within PwC.Participate in the implementation of Market Office Services strategies and initiatives.Maintain a professional manner, demeanor and appearance. Provide support and assistance to internal clients, customers and visitors in a timely and professional manner.Serve as a knowledge expert for the Market Office Services Manager on the best practices for delivery of office and office-related services.Building and Sustaining Relationships. Service IFS Industry Not Applicable Office New York NY Years Experience Required 4+ Years Experience Education Required Associate Degree (2 years) preferred Job Requirement Essential Key skill sets and behavioral traits include: Ability to deliver exceptional customer service. Detail-oriented with strong organizational skillsEfficient in Word, Excel and Lotus Notes. Ability to work both independently and part of a team. Excellent oral and written skills. Possess a professional telephone manner. Ability to prioritize and juggle multiple tasks. Flexibility to work occasional overtime. Some knowledge of PwC hotelling procedures would be helpful, but not necessary. Ability to display the highest level of professionalism in all situations representing PwC. Travel Required 0-20%% Type of Position Full Time Relocation Information No Comments

Job Code T16633

Please refer to Job code 078f852574ab00695218 when responding to this ad.

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