Senior Office Services Coordinator

About SVA

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.

Position Overview

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

Customer Service (35%)

• 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

Mail Services (35%)

• Sort, open, scan, and distribute incoming mail
• Prepare outgoing mail, including USPS, FedEx, and UPS shipments
• Follow and maintain documented mail processing procedures

Staff Leadership (10%)

• 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

Supply & Vendor Management (10%)

• Manage inventory of office and common area supplies
• Oversee vendor relationships (mail, shipping, vending, etc.)
• Communicate mail holidays and service impacts

Facilities Support (5%)

• Track and follow up on maintenance requests
• Serve as vendor point of contact when needed

Additional Responsibilities (5%)

• Support company events, meetings, and internal lunches
• Assist with special projects across departments
• Perform other duties as assigned

Qualifications

Education & Experience

• High School Diploma or GED required
• 3–5 years of experience in an office environment required
• 1–2 years of supervisory or leadership experience preferred

Skills & Competencies

• 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

Physical & Work Environment

• 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

Schedule & Requirements

• Monday–Friday, 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.