Office Services Associate (Fort Lauderdale)
About Liberty: Founded in Boston, Massachusetts in 2007, Liberty offers expertise in a broad array of construction and equipment services nationwide including general requirements, equipment, supply, concrete, special projects, and site access solutions. Our experience, combined with our innovative approach and stellar customer service, ensures a seamless experience —with safety and reliability at the forefront. We’ve built strong relationships with key contractors and clients in every sector, including commercial, residential, healthcare, and higher education. Overview: We’re looking for a dynamic and highly organized Office Services Associate to serve as the welcoming face of our headquarters and a key driver of our workplace culture. This individual will ensure the smooth daily operation of our office environment, deliver exceptional support to internal teams and guests, and help maintain an environment that reflects our values, culture, and commitment to excellence. This role blends operational savvy with a passion for people—ideal for someone who takes pride in creating a high-functioning, people-first workplace. Key Responsibilities Office Operations and Workplace Experience • Serve as the first point of contact and welcoming presence for all guests, vendors, and visitors to the Fort Lauderdale headquarters. • Maintain a professional, clean, organized, and engaging office environment, ensuring workspaces, common areas, conference rooms, and the kitchen are ready for employees and external partners. • Collect and distribute incoming mail, direct packages and correspondence to the appropriate employees or departments, and answer incoming office phone calls. • Monitor and replenish office, kitchen, beverage, printer paper, postage, and other workplace supplies; place orders as needed and maintain organized storage areas. • Coordinate office services and vendors, including water delivery, plant care, shredding, printing, graphics, facilities needs, and other workplace services. • Champion workplace culture through thoughtful planning and execution of in-office celebrations, lunches, team-building activities, volunteer initiatives, and employee engagement moments. Administrative, Meeting, and Executive Support • Coordinate internal and external meetings, including conference room reservations, attendee coordination, agenda and material preparation, catering, and AV or technology setup. • Manage and coordinate key calendars for leadership meetings, events, travel, and special engagements. • Develop high-quality presentation decks, business materials, and other communications in collaboration with internal stakeholders. • Support internal communications, including team email distributions, announcements, and regular office updates. • Coordinate executive and employee travel arrangements, including flights, hotels, itineraries, and car service reservations, in accordance with company travel policies. • Order business cards, coordinate printing and graphics projects, and support other special administrative requests. Expense Report and Financial Administration • Support the preparation, submission, and reconciliation of expense reports on a recurring basis. • Review receipts and supporting documentation for completeness, accuracy, coding, approvals, and compliance with company policy. • Follow up with employees when receipts or required information are missing and ensure reports are submitted by established deadlines. New Hire and Office Readiness Support • Prepare new hire workspaces before an employee’s first day, ensuring desks are clean, organized, and stocked with standard office supplies. • Coordinate office key requests, suite access, and other basic workplace setup needs for new hires and transfers. • Partner with People & Culture and IT to support onboarding and offboarding logistics, including equipment, access, workspace readiness, and office orientation. IT, Technology, and Systems Liaison • Act as the point person between the office and IT support to address technology needs, troubleshoot issues, and coordinate onboarding and offboarding equipment logistics. • Ensure conference room, AV, printer, and other shared office technology is functioning properly and ready for use; coordinate resets or service requests as needed. • Use Microsoft Office, Outlook, SharePoint, travel, catering, purchasing, and other company platforms to support daily office operations. • Maintain and update Liberty’s SharePoint intranet, including office information, employee engagement content, announcements, photos, links, documents, and new office location pages while maintaining consistent branding and formatting. Qualifications • 3 years of experience in office management, administrative support, executive support, workplace experience, or a related role. • Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. • High emotional intelligence and a customer service mindset; a proactive, polished, and solutions-oriented communicator. • Proficiency in Microsoft Office Suite, PowerPoint, Outlook, SharePoint, and calendar and email platforms; comfort learning new systems and online tools. • Ability to work independently, exercise sound judgment, protect confidential information, and follow through on recurring responsibilities. • Passion for cultivating a positive workplace culture and an engaging employee experience. • Ability to provide regular on-site coverage in the Fort Lauderdale office, including physical mail, reception, supply restocking, and workspace preparation. Working Conditions: General office working conditions with some exposure and time on the physical job site and/or in the construction trailer. Job site walking. Disclaimer: While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stand; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level and spend additional time on the physical job site or construction trailer. Job site walking.
