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 950 colleagues worldwide, all of whom are equity owners of the firm.
Abu Dhabi | Austin | Baltimore | Boston | Delaware | Frankfurt | London | Nashville | New York | North Carolina | San Francisco | Singapore | Southern California | Tokyo | Virginia | Washington, D.C
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 Washington D.C. 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
Manage postage machine, postage inventory, and vendor escalation
Print and bind client meeting books as requested through ticketing system
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 for internal and external meetings and events
Keep catering kitchen clean, organized, and well stocked
Assist with internal and external events within the office space
Reserve and book building amenity spaces as requested
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
Partner with security team to track and manage access badges
Escalate emergency and non-emergencies to Global Head of Security
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
Monitor regularly and resolve daily tasks in firm and building 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 in an office location
DC Salary: $60,000 - $71,500K. 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.