Job Description

JOB SUMMARY

The purpose of this position is to provide assistance to Facility Management team in completion of multiple functions of building operations and maintenance for an office, campus or portfolio of buildings.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Receives and directs incoming calls to appropriate personnel and voicemail. Handle inward and outward mail and deliveries efficiently and maintain record for tracking.

Greets and announces clients, applicants and visitors. Management of office access cards. Custodian of all master office keys for security purposes. Follows security procedures for recording guests, suppliers and other visitors. Arranges escorts as needed. Issues visitor passes and validates parking.

Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. Arranges video and/or web conferencing as needed.

Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.

Performs general clerical duties associated with distributing office faxes, packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight and mail. Meters mail. Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.

Orders office supplies and other common use items for the location, such as caf\xc3\xa9 supplies, equipment toner, printer paper, freight and shipping supplies etc.

Maintains neat appearance reception area, conference rooms caf\xc3\xa9 and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.

Maintains records and logs of service requests and tracks their status.

Maintains a file of services including transportation sources, accommodations, and referral contacts. May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.

Oversees and/or coordinates maintenance/repair work assignments performed by technicians, vendors and contractors performing building maintenance, greenery, pest control and janitorial work.

Responds to client inquires and complaints. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction.

Performs facilities inspections and prepares reports. Ensure office equipment and facilities are well maintained

and renewals are in place. Work with EHS to ensure office safety and management is place

May coordinate and manage move, add and change activities. Assists in the preparation of operating and capital budgets.

Manages vendor relationships and trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding.

Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors. Communicates work orders to technicians and assists management in resolving problems.

Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.

Maintains files on work orders, proposals, and department files.

Creates vendor files and checks accuracy on completed paperwork submitted by vendors.

Uses pc and/or PDA for work order system, email, ESS and training.

Assist with process and procedure training.

Other duties may be assigned by line mgr.

Could accept travel and relocation arrangement.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

High school diploma or general education degree (GED). Minimum of four years of related progressive experience and/or training.

CERTIFICATES and/or LICENSES

None

COMMUNICATION SKILLS

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

FINANCIAL KNOWLEDGE

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and/or ABILITIES

Intermediate skills with Microsoft Office Suite, Outlook, and intranet/internet. Ability to use work order system.

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisors.

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