Office Assistant

Job Details:

Job Title: Office Assistant

Job Duration: 1 year contract

Location: Philadelphia, PA

The role

Reception and Facilities Services Support

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

o Monitor to ensure housekeeping standards are maintained

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

o Also assists with ad-hoc requests for the office / market

o 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