Job Title: Admin Assistant/Facilities Services Assistant
Duration: 12 Months + (Contract to hire)
Location: Philadelphia PA 19103
Schedule: M-F
Job Description:
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 Free space 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
Secondary/Other Responsibilities
Back-up support to conference center assistant
Physical set up / break down of rooms for meetings
o Track upcoming conference/meeting room bookings
Organize catered meals and provision of special equipment, as required
Other
Cross Train in post and courier services to ensure timely collection and delivery, process outgoing mail and courier services procedures (USPS, FedEx, UPS, and other carriers)
Escalate Uniflow secure print issues following defined protocols
Escalate questions/concerns to the Facilities Services Manager
Records logistics
Facilitate the retrieval of records from offsite storage, as well as their return to storage
Control access to highly sensitive files in compliance with Records Management
Escalate questions/concerns to 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 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
Admin Assistant/Facilities Services Assistant • Philadelphia, Pennsylvania, United States
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