Office Solutions Associate

Company Overview

Every firm has a culture – the values, beliefs, methodology, attitudes and standards that reflect an organization’s DNA. But the truly inspiring firms – the game-changers, the industry leaders and the disruptors – have cultures that propel them to innovate and stand out. At Brown Advisory, we aim to be one of those inspired firms. Over the years, we have purposefully built and nurtured our client-first culture.

Brown Advisory is an independent investment management and strategic advisory firm committed to delivering a combination of first-class performance, strategic advice and the highest level of client service. The firm’s clients—including individuals, families, family offices, endowments, foundations, charities, institutions, consultants, and financial intermediaries—are served by over 1,000 colleagues worldwide, all of whom are equity owners of the firm.

Brown Advisory is currently seeking a customer service oriented individual to fill our need for an Office Solutions Associate. This role is diverse, with responsibilities that include reception coverage, vendor and inventory management, food service assistance, mail handling, and building and facilities maintenance. This is a full-time in-person position located in our Baltimore office.

The primary duties and responsibilities include but are not limited to:

Reception Responsibilities

• Operate a multi-line switchboard and transfer calls
• Enter guests into building security system
• Maintain proper appearance of reception and entry way
• Greet clients and guests as they arrive; contact employee(s) for arrival; validate parking as needed
• Keep reception area clean, organized, and well stocked
• Review and schedule meeting setups and clean ups via Outlook
• Schedule hand couriers as needed
• Check client conference rooms throughout the day
• Assist Admin team as needed
• Receive and coordinate all incoming mail deliveries; log packages into shared spreadsheet
• Assist with up keeping reception documentation on a shared drive (i.e. reception call guide, guest arrivals policy, reception standards document)
• Maintain and upload relevant content on company intranet

Mail and Documentation Handling Responsibilities

• Process and distribute incoming mail on daily basis in line with firm procedures
• Manage office mailing supply inventory, purchasing and vendor escalation
• Mail delivery
• Coordinate outgoing mail pickups through UPS, USPS, and/or FedEx
• Post all outgoing mail with proper postage and deliver to outgoing mail bin on P2 level
• Manage postage machine, postage inventory, and vendor escalation
• Print and bind client meeting books as requested through ticketing system - MyService Portal
• Assist with up keeping mail documentation on a shared drive (i.e. outgoing mail process, incoming mail policy, mail related documents)

Internal and External Catering Responsibilities

• Schedule and assist with setup of conference rooms before/after meetings
• Review and order food service inventory
• Develop and maintain vendor relationships; negotiate discounts and regular delivery
• Create menus and place catering orders
• Keep catering kitchen clean, organized, and well stocked
• Assist with internal and external events within the office space
• Setup breakfast by 7:30am in All Hands area when serving as back-up to other Office Solutions Associate
• Enter all external vendor deliveries on team calendars

Facilities/Building Responsibilities

• Critiquing and maintaining all leased space and egresses daily for safety, cleanliness, functionality, upkeep, etc.
• Maintaining all meeting rooms ongoing throughout the day as needed 
• Maintain firm installed facilities not part of base building
• Communicate general facilities tasks to the building (i.e. hang pictures, change clocks, assemble basic furniture or shelving, HVAC adjustments etc.)
• Coordinate service work with firm vendors as needed for scheduled maintenance and/or repairs and maintaining service records; submitting proper documents with property management
• Troubleshoot and coordinate service work for emergencies or immediate needs and maintain records of service
• Support colleagues with space moves (moving totes, boxes, etc.)
• Monitor regularly and resolve daily tasks in firm ticketing platform
• Weekly inventories (to include, but not limited to first aid supplies, toiletries, various cleaning supplies, etc.)
• Assist with up keeping facilities documentation on a shared drive (i.e. floorplans, fire evacuation related documents, COI’s, team contact lists)
• Enter all external service work on team calendars

Job Requirements:

• Ability to provide excellent client service and work in a fast-paced environment
• Complete full background check
• Illustrates tact, discretion and good judgement when handling sensitive and confidential information
• Knowledge of MS Word, Excel and Outlook
• Superior written and oral communication skills
• Ability to set goals and meet deadlines
• Some evening event coverage required
• Professional demeanor while communicating with clients and colleagues
• Highly organized and detail oriented
• Standing and walking for extended periods of time
• Must be able to lift 50 pounds
• Working knowledge of office equipment
• Positive attitude and strong work ethic
• Ability to utilize hand trucks, or similar tools to move boxes and larger items
• Ability to work full-time in our Baltimore office location

Applicants must be authorized to work in the United States without the need for current or future employer-sponsored work authorization (e.g., H-1B , O-1, F-1 (OPT), TN, or any other non-immigrant visa classifications that require employer support or sponsorship).

Salary: $58-65k. Commensurate with experience and location. Does not include bonus or long-term incentive eligibility (if applicable).

Benefits

At Brown Advisory we offer a competitive compensation package, including full benefits.
•    Medical
•    Dental
•    Vision
•    Wellness program participation incentive
•    Financial wellness program
•    Fitness event fee reimbursement
•    Gym membership discounts
•    Colleague Assistance Program
•    Telemedicine Program (for those enrolled in Medical)
•    Adoption Benefits
•    Daycare late pick-up fee reimbursement
•    Basic Life & Accidental Death & Dismemberment Insurance
•    Voluntary Life & Accidental Death & Dismemberment Insurance
•    Short Term Disability
•    Paid parental leave
•    Group Long Term Disability
•    Pet Insurance
•    401(k) (50% employer match up to IRS limit, 4 year vesting)

Brown Advisory is an Equal Employment Opportunity Employer.