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This junior level position will assist in maintaining daily facilities operations for multi-location business. Approximately 50% of time will be spent doing detailed administrative work such as maintaining cell phone logs, and updated key and access card logs. Therefore, intermediate level Excel skills are required, as well as a proven track record of excelling in a position that requires strong attention to accuracy and detail. Approximately 30% of time will be spent interacting with customers, either telephonically, by email or face to face.
Specific duties and responsibilities are as follows:
- Respond, update and monitor facilities support tickets through email, phone and online computer support program. Ensure a timely response and follow-up.
- Arrange for service and repair for various facilities related issues. Requires minor troubleshooting and follow up on repairs.
- Conduct walk thru of offices to ensure overall cleanliness and compliance with all safety and fire regulations.
- Order and stock toner cartridges for faxes and copiers to ensure uninterrupted operations.
- Order kitchen and janitorial supplies as needed for all locations
- Assist with space planning, office furniture moves internally and externally, build-out of new offices, including renovations and tenant improvements.
- Assist with Vendor contracts, negotiations and invoices, in addition to approving and allocating invoices.
- Assist in maintaining spreadsheets for the following:
Company issued cell phones, pagers and accessories.
Cell phone monthly expenses.
Access systems such as burglar alarm codes, punch locks and issued door keys.
Monthly copier usage.
Locations of copiers, serial #’s and leases.
Copier and Fax machine work order repair history.
- Other duties as assigned including but not limited to:
Setting up user names / passwords for Office Depot and FedEx accounts.
Handyman requests
TV, VCR and DVD repairs
Signage for buildings and office suites
Plant services
Postage machines
Off-site storage
Water coolers and bottled water
Building security issues and alarm systems
Landlord relations and building issues
Carpet cleaning and floor mat services
Building leases and scouting for new properties as needed
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