Facilities Services Assistant I

Job Responsibilities:

• Perform duties related to reception/switchboard including call and visitor handling
• Meet, greet and announce visitors in a professional manner
• Ensure visitors are identified in accordance with security procedures. Handle hoteling/visitor office space requests as required
• Help to maintain the overall cleanliness and order/organization of the office space
• Provide first line support and guidance for all Facilities Services processes, systems and tools - escalate issues in a timely manner and follow up/track to ensure issues are resolved
• Also assists with ad-hoc requests for the office / market
• Monitor the local Facilities Services mailbox, responding promptly to inquiries
• Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures
• Assist end users with operation of audio visual equipment
• Assist with checking of vendor receipts invoices; monitor and report vendor performance to Facilities Services Specialist
• Work with the Facilities Services Specialist, We Work Management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space
• Assisting in activities related to the Freespace monitoring system (checking sensors, battery replacement)
• Assist with Occupational Health and Safety updates (e.g., general space walkthrough for potential hazards)
• Perform other Facilities Services duties as identified by the FSS including special projects
• Escalate questions/concerns to the Facilities Services Specialist
• Physical set up / break down of rooms for meetings
• Track upcoming conference/meeting room bookings
• Organize catered meals and provision of special equipment, as required
• Process inbound and outgoing mail (USPS, FedEx, UPS, and other carriers)
• Escalate questions/concerns to the Facilities Services Manager

Skills:

• Facilities, Office, Administrative, Receptionist

Education/Experience:

• 2+ years’ experience in a professional office environment providing general office support
• Exceptional customer service skills
• Strong interpersonal skills, and the ability to deal professionally with clients, vendors and colleagues on the phone and in person
• Professional demeanor and appearance
• Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
• Reliable and punctual
• Strong organizational skills, with demonstrated ability to multi-task and prioritize
• Knowledge of AV equipment and limited technology in a meeting environment
• A strong focus on detail and accuracy of work
• Strong time management skills
• Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
• Basic knowledge of Microsoft Office suite and Outlook
• Willingness to participate in daily hands-on room set-up, breakdown, clean-up.
• Heavy lifting required - Ability to lift at least 25 lbs.
• May require additional time commitment outside of normal business hours
• High School diploma, certificate or official equivalent