Facilities Specialist

Hours: 8am-5pm, 40 hrs./wk. are the standard hours

Must have experience with Reception, Conference/meeting room logistics and organization

Reception and Facilities Services Support

·         Perform all duties related 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.

·         Monitor ensure housekeeping standards are maintained

·         Help maintain the overall cleanliness and order/organization of the office space.

·         Oversee kitchen and stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records.

·         Provide first line support and guidance for all Facilities Services processes, systems, and tools - escalate issues in a timely manner and follow up/track ensure issues are resolved appropriately.

·         Assists with ad-hoc requests for the office / market

·         Monitor the local Facilities Services mailbox, responding promptly 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 and coding of vendor invoices; monitor and report vendor performance Facilities Services Specialist

·         Work with the Facilities Services Specialist, building management, and outside vendors arrange for repairs and maintenance of office furnishings, fixtures, equipment, and space.

·         Support space management activities, including monitoring occupancy limits and assisting data reporting.

·         Assisting in activities related the Free space monitoring system (checking sensors, battery replacement)

·         Manage all inventory levels (pantry/supplies) including daily stocking of all supplies for office and pantries.

·         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 which may include work on special projects.

·         Escalate questions/concerns the Facilities Services Specialist

Secondary/Other Responsibilities:

·         Back-up support conference center assistant

·         Physical set up / break down of rooms for meetings

·         Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily, as required

·         Track upcoming conference/meeting room bookings

·         Organize catered meals and provision of special equipment, as required.

·         Other

·         Cross Train in post and courier services ensure timely collection and delivery, process outgoing mail and courier services procedures (USPS, FedEx, UPS, and other carriers)

·         Coordinate maintenance of equipment including printers, binding equipment, laminator, postage machines, and courier label machines

·         Escalate Uniflow secure print issues following defined protocols.

·         Escalate questions/concerns the Facilities Services Manager

Records logistics

·         Facilitate the retrieval of records from offsite storage, as well as their return storage.

·         Partner with the business and send inactive records offsite storage Maintain records management stock (e.g., files, labels, boxes)

·         Control access highly sensitive files in compliance with Records Management guidelines

·         Escalate questions/concerns the Facilities Services Specialist/Corporate Records Management

The Requirements

·         2 years’ experience in a professional office environment providing general office support.

·         Exceptional customer service skills

·         Strong interpersonal skills, and the ability deal professionally with clients, vendors, and colleagues on the phone and in person.

·         Professional demeanor and appearance

·         Ability adapts 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 multi-task and prioritize effectively.

·         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 communicates 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 participates in daily hands-on room set-up, breakdown, clean-up, as needed.

·         Heavy lifting required - Ability lift at least 30 lbs.

·         May require additional time commitment outside of normal business hours.

·         High School diploma, certificate, or official equivalent