Senior Office Services Coordinator

Senior Office Services Coordinator Job Category: Administration Position Overview At SVA, we're committed to serving people better. Our Office Services team plays a critical role in creating a welcoming, organized, and high-functioning environment across all SVA locations. We're looking for a proactive and service-oriented Senior Office Services Coordinator to lead our reception and mailroom operations while delivering an exceptional experience for clients, guests, and employees. The Senior Office Services Coordinator oversees the daily operations of reception, mail services, and general office support functions. As the first point of contact for visitors and callers, this role serves as a key ambassador of SVA's brand and culture. This individual will also supervise Office Services team members, ensure smooth office operations, and support administrative and facility-related functions under the direction of the Executive Administrator. This role is based in our Madison office, with occasional support needed in our Brookfield location. Key Responsibilities Greet clients, visitors, and vendors in a professional and welcoming manner Manage incoming calls via Teams, including routing and message-taking Maintain a clean, organized reception area, lobby, and coffee station Support meetings, events, and on-site activities Maintain and update reception procedures Provide general administrative support as needed Sort, open, scan, and distribute incoming mail Prepare outgoing mail, including USPS, FedEx, and UPS shipments Follow and maintain documented mail processing procedures Supervise reception and mailroom staff across Madison and Brookfield Coordinate staffing coverage (including PTO, illness, and tax season Saturdays) Train, mentor, and support team development Provide performance feedback and professional development opportunities Ensure procedures are documented, updated, and followed Manage inventory of office and common area supplies Oversee vendor relationships (mail, shipping, vending, etc.) Communicate mail holidays and service impacts Track and follow up on maintenance requests Serve as vendor point of contact when needed Support company events, meetings, and internal lunches Assist with special projects across departments Perform other duties as assigned Qualifications High School Diploma or GED required 35 years of experience in an office environment required 12 years of supervisory or leadership experience preferred Strong customer service and organizational skills Ability to manage multiple priorities and adapt quickly Excellent communication and interpersonal skills Professional demeanor, especially under pressure Proficiency in Microsoft Office; Teams Voice experience a plus Ability to build relationships with clients, vendors, and colleagues Strong problem-solving and decision-making skills Office-based role with frequent sitting and computer use Occasional lifting (up to 30 lbs) and light physical activity Ability to handle frequent interruptions Moderate noise environment MondayFriday, 9:00 AM 5:00 PM (shorter summer Fridays) Required Saturday hours during tax season, on a rotation (March 1 April 15) Occasional early mornings for facilities coordination Occasional travel to Brookfield, WI Why Join SVA? At SVA, you'll be part of a collaborative team that values service, professionalism, and continuous improvement. This role offers the opportunity to make a meaningful impact on daily operations while leading a critical function within the firm. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.