Administrative Assistant - Facilities
Hours: 8:30 AM - 5:00 PM, Monday - Friday
Directly support the Facility Management team with on-going facility and team related responsibilities, including, but not limited to:
- Demonstrate confidence, professionalism, responsiveness and exceptional customer service skills.
- Use good business judgment when responding to the needs of clients, both internal and external.
- Communicate professionally, in a clear and concise manner and display a professional appearance.
- Manage the main receptionist console (switchboard), including greeting guests.
- Ensure the delivery of inbound and outbound mail, express packages, and messenger orders.
- Support functions of the reception desk throughout the course of the day, including opening and closing procedures along with administrative duties of photocopying, scanning, and filing.
- Submit facility work orders to the proper provider as directed on a timely basis.
- Track progress of work orders submitted to monitor status. Report open issues to Facility Management team.
- Assist with the coordination and scheduling of preventative maintenance activities.
- Inventory, order and stock kitchen and office supplies.
- Process and file office invoices for approval. Coordinate with vendors to correct discrepancies and ensure timely payment.
- Assist occupants in scheduling conference rooms and A/V equipment using the online conference
management system or other reservation system.
- Provide conference room support to include room set-up, technology support including AV, catering orders, supplies and clean up.
- Participate in various employee onboarding requirements including the preparation of employee name signage, assign access cards, assigning phone extensions, emergency procedure documents, information packets, etc.
- Support emergency preparedness plans of the office including participation or leadership of the emergency team.
- Additional duties as assigned
- Excellent interpersonal, communication, problem-solving and organization skills.
- Knowledge of Microsoft office (Word, Excel, PowerPoint, Outlook).
- Understanding of office technology, systems and equipment.
- Basic understanding of routine accounting methods.
- Bachelor's degree or equivalent preferred.
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