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Office Services Team Lead at Wlt, Kanagawa

Office Services Team Lead at Wlt in Kanagawa. Full-time. Apply with swipeandhired.

Job qualifications

High school diploma or equivalent.
Minimum of 3 years’ experience in office services preferably in a legal, banking or large corporate environment.
Experience leading employees in areas of process and policy adherence, and time and absence tracking.
Experience curating workflow in an organized manner to meet deadlines occurring quickly and simultaneously.
Intermediate computer skills required, generally using Microsoft Office.
Familiar with procedures, software and equipment supporting applicable to service lines.
Ability to cultivate and maintain effective working relationships with clients and team members through excellent, professional verbal and written communication skills.
Attention to detail with emphasis on accuracy and quality.
Ability to handle sensitive and/or confidential documents and information.
Capable of demonstrating exemplary work ethics and professionalism at all times; maintains professional demeanor and composure at all customer service interactions.
Ability to make independent decisions and use problem-solving skills and in line with appropriate standards/procedures.
Excellent problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level.
Must be able to interact effectively with multi-functional and diverse backgrounds in a fast-paced, team environment.
Must be self-motivated with positive can-do attitude.

Supervision

Number and title(s) of direct reports (if any): This position may work at a location with no on-site manager and have one direct report, or work at a location with an on-site manager and have 7 or less direct reports. Direct reports may include Office Services Associate, Sr. Office Services Associate and Office Services Workflow Coordinator

Received: Supervisor, Manager, Director

Job relationships

Internal: This position works closely with the Office Services team
External: Clients

Job duties
(* denotes an “essential function”)

*Conduct time and absence for direct reports, including ensuring system accuracy and compliance with timekeeping policies and procedures
*Communicate with direct reports, manager and client on job or deadline issues.
*Immediately escalate operational problems or issues to Supervisor or Manager.
*Handle client concerns and be able to problem-solve resolutions in accordance with policies and procedures.
*Intake jobs by being able to interpret and understand all manners of client request, and coordinate workflow within the team, prioritizing jobs and delegating duties to associates.
*Ensure team provides outstanding service to client, while building strong customer relationships.
*Produce required reports on schedule.
*Assist the team in completing large or more complex jobs (i.e. large numbers of requests or high volumes of incoming/outgoing activities, expansive administrative support requests)
*Conduct and oversee quality assurance process to maintain efficient workflow and assure client satisfaction.
*Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines.
*Assess incoming requests selecting the best equipment and/or resources for successful completion
*Make sure team follows standard operating procedures.
*Train new employees on policies and procedures.
Load copiers with paper and toner as needed.
Maintain all logs and reporting documentation as required.
Additional duties may include client or manager requests, such as setting-up conference rooms with audio/visual equipment and/or furniture configuration, mail and messenger services, food and beverage services, assist with reception coverage, manage multiple phone lines and/or visitor check-in, support large or complex projects, immediate client requests, etc.
Must be able to lift up to 50 lbs. on a regular basis.
Adhere to Williams Lea policies in addition to client site policies.
Use equipment and supplies in a cost-efficient manner.

Working conditions

Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site.
Ability to work overtime as needed.
Work is performed in a professional work environment.
Professional attire required.
Hazards include working with office machines (copiers, faxes, scanners, bindery equipment, paper cutters) and cleaning supplies and toner.
Must be able to work standing up all or most of the time.

Physical/sensory requirements & environmental settings
Key to frequency codes:
R = Rarely (less than 0.5 hours per day) C = Continually (5.6 - 8.0 hours per day)
O = Occasionally (0.6 - 2.5 hours per day) N/A = Not Applicable
F = Frequently (2.6 - 5.5 hours per day)

Enter a frequency code in each space Indicated:

Physical requirements:
Sitting: R
Stationary standing: F
Walking: F
Ability to be mobile: F
Crouching: O
Kneeling/crawling: O
Stooping: O
Twisting: O
Turning/pivoting: O
Climbing: R
Balancing: R
Reaching overhead: O
Grasping: F
Keyboarding: F
Pinching: F

Pushing: F

Lifting: F

Typical weight:
5 lbs.
Typical weight:
5 lbs.
Maximum weight:
50 lbs.
Maximum weight:
50 lbs.
Other physical:

Sensory requirements:
Talking in person: F
Talking on the phone: F
Hearing in person: F
Hearing on the phone: F
Other sensory:

Environmental settings:
Safety (e.g., clothing, safety equipment):
N/A
Exposures (e.g., fumes, chemicals, vibrations, humidity, temperature, dust, noise, etc.):
Copier Noise
Operation of heavy equipment, tools, vehicles, etc.:
Paper cutter, toner, bindery equipment
Required hygiene standards (e.g., food handling, contaminated and/or sterile equipment):
N/A
Other environmental:
N/A

Statement of other duties
This document describes the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions.