Title: Office Assistant/ Front desk Assistant
Duration: 12+ Months with Possibilities of Extension
Location: Philadelphia, PA 19103 ONSITE
Description:
A Facilities Services Assistant – Generalist serves as a key resource for internal and external clients in a office. Based on the needs of the office, the scope of responsibilities outlined below will vary
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
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