Facilities Services Assistant III

Salt Lake City, UT 84101

Posted: 04/16/2019 Category: Other Area(s) Job Number: 25964
  Description:
  • The Role As a Facilities Services Assistant you will serve as a key resource for internal and external clients in Client' s office, and will perform a combination of the following tasks, based on specific location requirements: pantry and print area stocking and maintenance.
  • Assisting in office workstation moves.
  • Providing backup reception support; ensuring conference/meeting rooms are set up, audio-visual equipment functioning and catering needs for meetings are met; collection and delivery of mail and newspaper, office supplies; responding to facilities-related issues (e.g. lighting, HVAC, furniture repairs, etc.); miscellaneous other duties.
  • You are expected to work as a team player in achieving practice objectives and meeting defined service level targets.

Performance Objectives:
  • Facilities Support:
  • Monitor the local Facilities Services mailbox and respond promptly to inquires as directed by the Facilities Services Manager.
  • Help to maintain the overall cleanliness and order/organization of the office space.
  • Ensure office equipment is properly maintained. 
  • Work with building management, office management, Corporate Real Estate and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment, space, and services.
  • Support maintenance of local asset inventory listings.
  • Support maintenance of up-to-date floor plans.
  • Assist with the coordination of workstation moves and other space adjustments to meet business needs.
  • Support Corporate Real Estate activities as necessary.
  • Reception backup: Perform all duties related to the reception including call and visitor handling.
  • Meet, greet and announce visitors in a professional manner.
  • Ensure visitors are identified in accordance with security procedures, and are given necessary safety information.
  • Conference/Meeting Room Setup and Catering: Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily, as required.
  • Organize catered meals and provision of special equipment, as required.
  • Perform daily maintenance and inventory of basic meeting room equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air conditioning.
  • Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms.
  • Communicate and liaise regularly with associates booking conference rooms to verify requirements and expedite changes. 
  • Develop and maintain strong relationships with caterers and local vendors.
  • New Hire and Other HR-Task-Related Support:
  • Assist with the onboarding of new associates.
  • Provide an updated new hire packet, organize for PC equipment, set up the desk/office, guide a tour of the new work area and office space, provide security access card to building and office space.
  • Ensure correct federal and local government posters and binders are displayed.
  • Perform other Facilities Services duties as directed by the Facilities Manager.

The Requirements:
  • 2+ years experience in a professional office environment providing general office support
  • Relevant experience in printing and production
  • Exceptional customer service skills 
  • Strong interpersonal skills, and the ability to deal professionally with clients, vendors and associates 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 effectively
  • 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
  • Knowledge of AV equipment and limited technology in a meeting environment
  • Heaving lifting may be required
  • May require additional time commitment outside of normal business hours
  • High School diploma, certificate or official equivalent
For more information on this position, please contact our office at 877-782-3334.

 

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