Office Support Specialist

The Office Support Specialist is responsible for providing all office support and administration for the site and ensures general office(s) cadence, workflow, and efficiency. The OSS supports the incoming team members to ensure each is fully briefed on the office cadence and training sessions/materials preparedness.

• Covers all reception duties including answering/directing phone calls, and greeting visitors
• Order and maintain supplies; research and maintain required records.
• Maintain office equipment and work with Shared Services to address necessary maintenance
• Ensure general office upkeep and manage key card needs
• Notify HR of personnel changes and terminations, this includes completing SIF, STF and IT forms as required.
• Meet and greet all candidates for staff positions
• Facilitate any pre-start needs of new Oxford internal employees, to include new hire paperwork, outline office policies, meet new hires, create welcome packets and prepare the workspace for the new hires first day, I‑9 verification, etc.
• Set up the new hire virtual training room, as applicable, to include a welcome by Director and Admin, facilitate introductions to team, show to their workspace, provide office tour, etc.
• Conduct new hire office tour, book video conference rooms and ensure technology is ready, as needed
• Lead the planning and coordination of any site events
• Manage file retention, copying and document shredding, as needed
• Provide installation, maintenance and admin support to corporate IT requests
• Oversee site repairs, ensures office upkeep, and highlights equipment not in working order, as needed
• Interact with corporate functions, as required, to ensure proper adherence to process, policy and procedures for the office
• Monitor daily office flow and highlight any areas needing to be addressed
• Support any ad‑hoc reporting requests
• Support Recruiters, as requested, with resume searching, data entry and reformatting, data mining, light marketing materials
• Provide clerical and administrative support to VP/SVP on site
• Special projects and other duties, as assigned

• Bachelor’s degree preferred, or equivalent combination of education and experience required
• Strong verbal and written communications skills
• Ability to interface with all levels of the organization
• Track record of exceeding goals
• Ability to multitask in a fast‑paced environment
• Proven knowledge of MS Office products, including Visio
• Knowledge of People Soft preferred
• Ability to maintain regular attendance and work all hours necessary or required

Supervision Exercised: N/A

Supervision Received: Corporate Office Manager, Senior Leader on site