Office Services Coordinator
Apply Job ID 31307 Date posted 08/05/2025Job Family:
Office Services
Travel Required:
Clearance Required:
What You Will Do:
The Guidehouse Office Services Team is seeking a new team member to fill the position of Front Desk Receptionist at the International Headquarters, with potential rotation at other locations in Arlington and Rockville as needed. This role involves serving as the initial point of contact for employees, clients, and guests, and representing the organization. Responsibilities include managing front desk operations and assisting with maintenance tasks that support office functions and employee experience. The preferred candidate should demonstrate professionalism, maintain a customer service-oriented approach, and treat all employees and team members with respect.
Manage the day-to-day functions of the Office Services team focusing on individual and department services quality.
Greet and welcome visitors and direct them to the appropriate person.
Answering incoming telephone calls, determine the purpose of callers and direct phone calls
Provide exceptional customer service.
Manages Facilities/OS mailbox daily and responds within a reasonable timeframe.
Manage conference room reservations
Respond to employee requests received by email, Teams, telephone calls, or other communication promptly and courteously, with a customer service focus.
Perform a wide variety of general clerical work, including production, photocopying, filing, scanning, and mailings from inception to completion.
Operate and maintain a variety of office equipment and troubleshoot with IT as needed, including copier machine(s), binding machine(s), facsimile machine, per existing vendor and/or manufacturer contracts and agreements.
Ensure all breakroom/café equipment is functional and maintained. Contact vendors as needed.
Troubleshoot AV minor equipment issues, such as missing cables, simple hardware connectors, and plug-in for functional operations.
Receive and distribute all incoming packages, faxes, and mail; process outgoing mail and overnight packages as necessary; frequent lifting of boxes up to 50 lbs.
Maintain Mail Distribution List (where applicable)
Maintain inventory of office supplies, break room, coffee, tea, and water supplies, and vending items (as appropriate), and keep common office areas stocked with supplies and clean; this includes copy/supply/mail areas, pantries, conference rooms, meeting rooms, huddle rooms, and all other ancillary meeting spaces.
Work with Office Services Team Lead (as appropriate) to report and track repairs for the office space; respond to requests for office maintenance as needed in coordination with the Office Lead (where applicable)
Submit work orders to building management (where applicable) and schedule maintenance/repairs as needed with building management and/or external vendors.
Coordinate all poster (HR/Legal) displays in common areas and bulk distributions in accordance with deadlines and removal dates.
Coordinate with Office Lead/Operations Business Partner to ensure Office Services Manual and Emergency Response Guide are always up to date and available.
Maintain meeting room schedules, assist with meeting set-up/breakdown, which may include assistance with food/beverage set-up (where applicable) as well as clean up
Ensure contracted services provided by outside vendors (cleaning services, food services, etc.) and building services (janitorial, parking, badging, interior and exterior furnishings, etc.) are meeting contract standards.
Assists with records management to include onsite/offsite storage (Iron Mountain) facilitation and coordination of shred bin pick-up service.
Perform special projects and other duties, as required.
Assist Real Estate and Office Lead (where applicable) with all internal office/cubicle moves and/or clean-out.
Streamline procedures and recommend improvements for efficiency or effectiveness of service.
Collaborates well with team members, coaching and cross-training within the job area.
Work overtime, if applicable and as necessary, with prior approval.
Works under moderate or limited supervision
What You Will Need:
High school diploma required
Three (3) + years of experience in a Facilities/Offices Services role
Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel, and PowerPoint)
Ability to learn new software systems when necessary
Demonstrate ability to
Act with discretion and maintain complete confidentiality
Ability to communicate office policy and procedure to all employees in the office; escalates local office issues to Manager to provide resolution on complex issues
Establish and maintain strong working relationships with internal clients
Flexibility in a fast-paced environment and when unexpected events occur
Sound judgment in decision making and problem solving
Read and interpret written communication
What Would Be Nice To Have:
3 - 5 years in a top-tier professional services firm or in a corporate office/headquarters multi-floor environment
Experience with Peoplesoft, Workday, AgilQuest, and C-Cure a plus
Professional and polished demeanor in dealing with all situations
Takes initiative and works with urgency
Dependable with strong work values - honest, self-confident, and a positive attitude
Ability to work overtime as necessary, with prior approval
Collaborate well with team members, coaching and cross-training within the job area
Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels
Highly resourceful team-player
Works under moderate or limited supervision
Ability to lift boxes up to 50 lbs.
Brand Ambassador of Guidehouse (the company) and RIISE values
What We Offer:
Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.
Benefits include:
Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Position may be eligible for a discretionary variable incentive bonus
Parental Leave and Adoption Assistance
401(k) Retirement Plan
Basic Life & Supplemental Life
Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
Short-Term & Long-Term Disability
Student Loan PayDown
Tuition Reimbursement, Personal Development & Learning Opportunities
Skills Development & Certifications
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Emergency Back-Up Childcare Program
Mobility Stipend
About Guidehouse
Guidehouse is an Equal Opportunity Employer–Protected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.
Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.
If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.
All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or guidehouse@myworkday.com. Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse. Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.
If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse’s Ethics Hotline. If you want to check the validity of correspondence you have received, please contact recruiting@guidehouse.com. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant’s dealings with unauthorized third parties.
Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.