Lead Office Services Associate Job at Robert Half (Palo Alto)

Job Description

We are looking for an experienced Lead Office Services Associate to support daily administrative and operational services for a client site in California. This Contract position plays a key role in keeping copy, mail, scanning, reception, hospitality, and related office support functions running smoothly in a fast-paced, accuracy-focused environment. The ideal candidate brings strong customer service skills, sound judgment, and the ability to manage sensitive materials while maintaining high standards for accuracy and turnaround time.

Job Responsibility

Manage day-to-day office support activities, including copying, scanning, document intake, mail handling, and other back-office services across physical and digital workflows
Review service requests for completeness before starting work and maintain accurate logs to track assignments, status updates, and completion details
Organize incoming work by urgency and service standards, ensuring all tasks are processed in the correct sequence and delivered within agreed timelines
Communicate proactively with clients, team members, and leadership regarding priorities, deadlines, service issues, and job status updates
Perform basic troubleshooting on office equipment and replenish paper, toner, and other supplies to keep operations running efficiently
Conduct quality checks on completed assignments and help uphold accuracy standards for both individual output and shared team deliverables
Follow company and client-site policies while handling confidential documents and information with discretion and care
Support additional front-of-house or workplace services, such as reception, hospitality, or audio/visual coordination, based on business needs
Assist with physically moving materials and packages as needed, including tasks that require lifting up to 50 pounds regularly

Requirements

High school diploma or equivalent is required
At least 1 year of office services or administrative support experience, ideally in a legal, banking, or large corporate setting
Working knowledge of mailroom, reprographics, scanning, reception, or similar back-office procedures
Strong customer service and communication skills with the ability to build effective working relationships with clients and colleagues
Excellent attention to detail, organizational ability, and time management skills in a deadline-driven environment
Ability to handle confidential records responsibly and make sound decisions within established policies and procedures
Comfortable working independently and collaboratively, with good judgment on when to resolve issues directly or escalate concerns
Ability to operate in a fast-paced setting, troubleshoot basic equipment issues, and maintain a positive, dependable approach to work

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Lead Office Services Associate

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