Business Support Specialist

Access Offices offers professional, fully equipped work spaces tailored to businesses of all sizes, from individual professionals to expanding teams. Our executive suites feature private, turnkey office spaces within a premium business environment, complete with shared amenities like staffed reception areas, high-speed internet, meeting rooms, and mail handling services. We also provide flexible hybrid work spaces to accommodate the evolving needs of modern work cultures, including private offices, coworking spaces, and meeting rooms available on adaptable terms.

At Access Offices, we empower businesses to grow, adapt, and succeed with agile, polished, and supportive work spaces in an ever-changing business landscape.

The Business Support Specialist provides a professional first impression for tenants, clients, and visitors. This role supports the day-to-day operations of the center, assists tenants, and provides direct support to the General Manager.

Part-time Monday - Friday 10:00 AM - 2:00 PM

• Operate and manage a multi-line phone system.
• Greet and announce visitors to staff and tenants.
• Perform administrative tasks and assists as requested.
• Distribute mail and packages promptly.
• Maintain a clean and professional lobby, conference rooms, lunch, and reception area at all times.
• Accept and process incoming deliveries (UPS, Fed Ex, Amazon, etc.).
• Accurately log charges for work processing, administrative assists, conference room usage, and fax service.
• Assist the General Manager with marketing, billing tasks, including preparing invoices, tracking payments, and maintaining billing records.
• Support the General Manager with leasing activities, including preparing lease documents, organizing tenant files, and assisting with tenant communications.

• Exhibit professional behavior with tenants, callers, and employees.
• Communicate courteously with tenants, guests, and callers; ensure proper closure of calls and conversations.
• Be assertive and confident when dealing with tenants, while remaining approachable and professional.
• Maintain confidentiality—do not discuss company policies or issues outside of ACCESS OFFICES management.
• Direct inquiries and problems to the Operations & Leasing Manager when appropriate.
• Maintain full working knowledge of all office equipment, including phones, computers, copiers, fax machines, postage meters, and coffee machines.

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.).
• Ability to take general directions and apply them effectively to a variety of situations.
• Strong understanding of professional business decorum.
• Excellent organizational and detail-oriented skills.
• Professional and pleasant telephone manner.
• Strong written and verbal communication skills.

• Professional business appearance, manner, and attitude.
• Ability to remain calm under stress and handle challenging tenants or clients professionally.
• Cooperative and team-oriented attitude.
• Take-charge mentality when needed, with initiative and reliability.
• Strong sense of responsibility, dependability, and punctuality.
• Demonstrated ingenuity and resourcefulness in problem-solving.

Job Types: Part-time, Temp-to-hire

• Proficiency in administrative tasks such as scheduling, mail and call handling, and general office management
• Excellent verbal and written communication skills to provide exceptional client service and coordination
• Ability to manage multiple tasks, prioritize effectively, and ensure smooth daily operations
• Proficiency in basic office software and systems, including familiarity with Microsoft Office Suite and email management tools
• Strong interpersonal and problem-solving skills, coupled with a welcoming and professional demeanor
• Highly organized with attention to detail and the ability to maintain a polished and efficient work environment
• Bachelor’s degree or equivalent work experience preferred