Office Services Coordinator

Location: Hoboken, NJ

Our mission is to unlock human potential. We welcome you for who you are, the background you bring, and we embrace individuals who get excited about learning. Bring your experiences, your perspectives, and your passion; it's in our differences that we empower the way the world learns.

About the Role:

The Office Services Coordinator plays a highly visible role in maintaining and projecting efficient and smooth operations of our facilities for both staff and visitors. Primary focus areas include general office service tasks, interaction with building management and service vendors, management of select conference room bookings, invoice submission and special projects as assigned.

The incumbent will provide coverage to Reception/Concierge, mail, record retention and food services in a functional capacity on a rotating basis.

How you will make an impact:

• Coordinate the onsite day-to-day facilities and office services departmental operations through online service ticket platforms (QR codes, Service Now tickets, email requests).

• Track and maintain vendor COIs, coordinate vendor work with building management, process vendor and mail payments in SAP and track facility spending.

• Will set up new vendors as requested.

• Manage scheduling and use of restricted conference rooms and coordinate special conference room requirements requested throughout the Facility.

• Direct colleagues to appropriate service providers (catering, audio/visual, technology) as necessary.

• Ensure all conference rooms and pantries are properly supplied.

• In conjunction with the Sr. Facilities Manager, Space Coordinators and Global Space Planning Specialist, organize and participate in office moves within the Hoboken space.

• Collaborate with HR and IT to ensure timely and correct set-up of new hires' workstation and equipment.

• Establish a well-managed concierge program that coordinates with the facilities and office service functions to create a positive / seamless user experience for on-site, remote and hybrid employees.

• Lead the Virtual Mailroom and conference room maintenance.

• Assist in supporting external catering for events.

• Assist with the business relationships with UPS, FedEx and USPS as well as bill processing for these accounts.

• Process incoming/outgoing USPS and other logistical mail process services. Use of the Virtual Mailroom (VM), UPS CampusShip, Fedex Ship Manager, OnBase/Review digital records storage cloud, incoming and outgoing mail systems, eProcure and Uline.

• Conduct special projects as directed by the Office Services Managers or Sr. Facility Manager.

What we look for:

• Associate degree or equivalent

• 2 years' experience in an office services or related office support role.

• Ability to multi-task in a fast-paced environment while effectively managing your time, prioritizing tasks and meeting deadlines.

• Must be well organized and detail oriented with demonstrated effective follow-up skills.

• Outstanding listening skills, with ability to synthesize information and recommend solutions.

• Ability to build relationships and understand client's needs and wants.

• Ability to work independently and problem solve.

• Ability to provide outstanding customer service within all levels of the business.

• Ability to balance the needs/requests of our internal customers (staff) and external customers (clients/vendors) with the decisions of upper management and the effects on appearance and organization.

• This position will involve regular, and sometime heavy, physical activity including walking and moving about the office, bending, standing and stretching, and moderate to heavy lifting of items up to 50+ pounds.

• Demonstrated ability to read and understand floor plans and schematic drawings.

About Wiley

Enabling Discovery, Powering Education, Shaping Workforces.

We clear the way for seekers of knowledge: illuminating the path forward for research and education, tearing down barriers to society's advancement, and giving seekers the help, they need to turn their steps into strides.

Wiley may have been founded over two centuries ago, but our secret to success remains the same: our people. We are willing to challenge the status quo, move the needle, and be innovative. Wiley's headquarters are located in Hoboken, New Jersey, with operations across the globe in more than 40 countries.

Wiley is an equal opportunity/affirmative action employer. We evaluate all qualified applicants and treat all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, protected veteran status, genetic information, or based on any individual's status in any group or class protected by applicable federal, state or local laws. Wiley is also committed to providing reasonable accommodation to applicants and employees with disabilities. Applicants who require accommodation to participate in the job application process may contact tasupport@wiley.com for assistance.

We are proud that our workplace promotes continual learning and internal mobility. Our values support courageous teammates, needle movers and learning champions all while striving to support the health and well-being of all employees, for example we offer meeting-free Friday afternoons allowing more time for heads down work and professional development.

We are committed to fair, transparent pay, and we strive to provide competitive compensation in addition to a comprehensive benefits package. This range represents Wiley's good faith and reasonable estimate of the base pay for this role at the time of posting. It is anticipated that most qualified candidates will fall within the range, however the ultimate salary offered for this role may be higher or lower and will be set based on a variety of non-discriminatory factors, including but not limited to, geographic location, skills, and competencies.

When applying, please attach your resume/CV to be considered.

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