Admin Assistant / Facilities Services Assistant

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