Grant Thornton is seeking a Office Specialist to join the team in Austin, TX.

The Office Specialist, Workplace Solutions (WPS), works under the guidance of their Director, Workplace Solutions (Director). This role may or may not provide administrative support to office leadership, depending on the size of the office. Oversees local office facilities activities, with others as defined. The Office Specialist will report to either the Office Manager or their Director and may have dotted line responsibility to the Office Managing Partner (OMP). 

The person in this role must possess excellent communication and organizational skills, be collaborative in their working style, develop strong and trusting relationships with colleagues, and possess the ability to create and maintain a team culture with a commitment to unparalleled support services. The Office Specialist will be well-versed in procedures and policies and will be able to actively discover new ways to do the job more efficiently.

Responsibilities:

• May provide administrative support to office leadership, depending on the size of the office.
• May or may not have coaching responsibilities.
• Proactively solicit feedback from the OMP and PPMDs regarding performance and gain an understanding of potential changes in business needs. 
• Collaborate and form relationships with Office Leads in other offices to obtain back-up support as needed, and to work through and understand challenges and overall business requirements. 
• Office and facility management:
• Other duties as assigned.
• Develop and maintain strong relationships with the OMP and respective Director. Consistently communicating feedback, areas of focus, issues to resolve, etc.
• Manage relationships with building management, security, engineering and outside vendors.
• Manage all aspects of the office, including facilities, ordering supplies, appearance/cleanliness, seating, etc.
• Assist with new hires and their onboarding, including, but not limited to, administrative support alignment.
• Coordination of meetings – set-up, break-down, reservations, catering.
• Event planning, both social and business related.
• Adhere to firm procedures and work with national groups as necessary (e.g. Enterprise Transformation, Firm Security, Procurement/Buy@GT, Real Estate and Facility Services).
• Serve as Accounts Payable/Authority to Approve processor within Ariba, in alignment with national and regional guidelines.
• Bind, copy, scan, and obtain signatures on documents, as needed.
• Print production (e.g. proposal production, tab printing, lamination, binding, high volume printing)
• File room administrator (e.g. creating/tracking hard copy files via GT file system)
• Concierge (including room arrangement/setup for meetings/trainings, Receptionist duties to include answering/directing phone calls to appropriate personnel.)
• Mailroom duties (e.g. processing incoming/outgoing mail/packages via USPS, UPS/FedEx, local courier service.)
• Coordinate office moves in those offices where hoteling is not utilized
• Demonstrate advanced skill with firm technology, conference room audio-visual equipment, and firm issued mobile devices. Have strong knowledge of firm’s Enterprise Transformation structure and processes along with the ability to escalate issues accordingly.
• Maintain a solid knowledge of firm information governance and record retention policies.
• Anticipate and prioritize customer service needs/administrative needs and deliver high quality service and results.
• Understand the firm’s service lines, industries and client engagement structure in order to work effectively with stakeholders and clients.
• Communicate effectively and professionally with all levels of client personnel and client service personnel.
• Serve as a team player and display an interest in becoming a subject matter expert in subjects of interest. Participate in relevant firm sponsored training and seek out training as appropriate.

Requirements:

• 5 years experience 
• Familiarity with facilities management principles
• A team player with leadership skills
• Excellent, proactive customer service skills 
• Excellent organizational and multitasking abilities and problem-solving skills
• Ability to handle confidential information
• Strong facilities management experience necessary
• Ability to lift and carry up to 25lbs
• Proficient in MS Office Suite