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Office Services Coordinator Full-time

at Wolters Kluwer in Maryland (Published at 08-01-2019)

Wolters Kluwer Health is a leading global provider, with approximately 2,600 employees in 36 countries worldwide, of information for professionals and students in medicine, nursing, allied health, pharmacy and the pharmaceutical industry. Professionals and students have long relied on the company's textbooks, reference products, and journals. Their bibliographic, reference and pharmaceutical databases, drug information software, point-of-care tools, web-based information systems and online continuing education products also support the delivery of health information via interactive formats. The Health division is comprised of four business units of which Professional & Education is one.


The Professional & Education business group, under the Lippincott Williams & Wilkins (www.LWW.com) brand, publishes critical information, including many of the world's leading textbooks, reference tools and related products published for medical, nursing and other health professionals and students. LWW provides essential information for healthcare professionals in print and electronic formats, including textbooks, journals, CD-ROM, and via Intranets and the Internet.


OVERVIEW


Office Services are responsible for maintaining a professional, productive and safe office environment for Wolters Kluwer Baltimore employees. Office Services manage the office as it relates to facilities, space & records management, inventory of supplies as well as all office procedures and policies.


Location: This position is located in our Baltimore MD office.


ESSENTIAL DUTIES & RESPONSIBILITIES


Office Management


  • Oversee management of facilities for the Baltimore office (HVAC, electrical, plumbing, security, etc.) with Maryland Stadium Authority (MSA). Work closely with MSA for building issues. Notify office employees of upcoming service or repairs within the office space. Clear all internal work with MSA.

  • Manage the general office budget throughout the year. Review monthly expense reports, process invoices for office and all vendor accounts, submit monthly accruals, prepare annual budget for manager approval.

  • Supervise the Crisis Management Plan and Fire & Emergency Action Teams for the Baltimore office; Conduct annual drills, update team members, floor plans and emergency plans as needed; coordinate and review safety plans with heads of other divisions in the space; submit updates to manager annually. Review fire extinguishers in space and update security plan as needed.

  • Assist HR with onboarding and termination of employees and contractors; assist with asset acquisition requests for new hires; receive and return assets; maintain electronic assets in conference rooms; assign office/cubicle space for new hires and long-term contractors; update designated space policy; assist manager with space reorganizations.

  • Team Lead of office management team which is comprised of one mailroom associate and one IT GBS employee. Manage inventory for office supplies; update team on new hires, new contractors, terminations, space planning/use change, planned service work and other items to assist in their effective execution of their respective roles.

  • Supervise all events conducted in the office space; get manager approval for non-Wolters Kluwer business requests for space use.

  • Assist Manager in coordinating with Real Estate team and upper management in space planning. Liaise with landlord, brokers, real estate team and senior management for space reviews; compile necessary data for space assessment.

  • Establish and maintain effective electronic and paper filing systems for all office documents.


Reception Duties


  • Maintain a clean and professional office environment for conference rooms & lobby.

  • Greet and escort visitors, direct all calls and faxes to the appropriate employee/contact; maintain and update office logs and lists.

  • Oversee UPS account by processing requests for shipments, receiving packages, scrubbing invoices and coordination with mailroom services for package delivery.

  • Manage office conference room calendars; scrub, update, rebook as needed.

  • Coordinate catering orders with meeting organizers; prepare conference room for catering; clear post meeting.

  • Review equipment in conference rooms to be sure all devices are operational and neat.

  • Maintain card access system; update security lists, assign/delete access cards for employees & contractors.


Other Duties


  • Assist as needed in set up of Wellness Program for the Baltimore office which includes health fairs, flu clinics, quarterly fitness challenges and other health related activities.

  • Assist as needed for the annual Holiday Party for the Baltimore office with HR, Execs and other Admins in other Wolters Kluwer offices.



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