Facilities Assistant

Job Description

Job Description

Facility Management Support

• Supports facility in maintaining the appearance of the office, general areas, meeting rooms, collaboration areas, anchor points, locker facilities, etc.
• Assists in sending/receiving mail and packages
• Responds to employee inquiries; provide information, resolve problems and as necessary escalate to Facility Manager

· Coordinate with HR to assist with the onboarding of new hires.

· Receive work orders from employees and place service calls to vendors to resolve issues and verify issues/repairs are resolved satisfactorily.

• Interacts with contracted vendors, facility management and occupants.
• Works independently, participates in projects, company events and facility related program launches.
• Perform other duties as assigned

Infrastructure Support

· Conducts weekly/monthly facility inspections to identify potential issues and ensures all mechanical systems are functioning properly.

· Reports malfunctions and assists in scheduling repairs as required.

· Supports annual audits and inspections and preventative maintenance programs.

· Maintains all compliance codes, provides input for monthly reports.

· Maintains facility recycling programs, shredding operations, copy and conference rooms

· Works with business unit in assessing seating and layout needs.

· Coordinates and schedules employee/team reconfigurations or moves.

· Assists and supports build-out projects.

Vendor Management

• Interfaces with contracted vendors to ensure service levels are maintained and policy adherences. Facility Coordinator will coordinate schedules, service calls and validate work order completions for invoice payment approvals.
• Monitors contractor performance addresses quality/workmanship issues and reports any concerns.

Inventory Tracking

• Tracks, maintains, and orders consumable items including coffee supplies, office supplies, janitorial supplies, replacement bulbs and other facility related items. Documents delivery of items, monitors backorders, validates invoice for payment approvals by management.
• Assists Facility manager in monitoring tracking and conducting physical assets inventories and disposition of assets.
• Maintains furniture in good state of repair per office standards.
• Performs all other duties as required.

• Proven experience in facilities management or coordination within a detail-oriented environment.
• Proficiency in using computerized maintenance management systems (CMMS).
• Familiarity with scheduling and managing conference room setups.
• Knowledge of the Kronos Timekeeping System is preferred.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Ability to work independently as well as collaborate with cross-functional teams.
• Attention to detail and a commitment to maintaining high-quality standards.