Facilities Support

Qualifications:

• Must be able to lift 60lbs, bend, carry, climb a ladder when needed; must have reliable all-weather transportation as this is an in-person facilities support role M-F
• Must have good working knowledge of computers, including full Microsoft suite, Teams, Outlook email & calendars, Photoshop a+, converting/updating/editing files in PDF, working knowledge of excel
• Some working knowledge of using tools: level, drill gun, tape measure, etc. for light maintenance
• Some basic technology/IT knowledge (monitor installation, docking station setup)

Responsibilities:

• Maintenance handles light maintenance requests for the office (tightening a loose leg, repairing/replacing a chair arm or caster, plunging a toilet, turning off the water from a leak, etc.); inspect/review concerns; attempt to resolve/fix/repair, if possible; if not, forward request to LL/Fac Maint to further request a tech/vendor; coordinate vendor arrival & onsite visit; f/u & monitor until issue is resolved & update the tracking log throughout the process
• Some basic technology/IT knowledge, installing monitors, installing/connecting docking stations, testing & troubleshooting workstation equipment, testing/troubleshooting AV equipment in conf rooms, replacing cords/cables, troubleshooting small user needs, directing people to IT chat, 800#, & help hub ticket system, ordering replacement IT items for desks as needed
• Mailroom duties include receiving mail, contacting participants, weighing/sending out mail & packages, occasional trips to the post office, using Fedex account with proper account coding, creating labels & packing up shipments to go out, and taking them to fedex box. Receive packages from fedex, UPS, USPS, Amazon & coordinate pickup with /employee & secure until retrieval
• Kitchens, unloading & running dishwashers, stocking kitchens each day, monitoring stock levels & placing supply orders. Reviewing/reconciling delivery tickets to orders placed, then to invoices of orders for accuracy. Wiping down kitchens as needed, emptying coffee packets, and straightening up the kitchen area midmorning & end of day. Handle repairs & maintenance as appropriate, coordinating coffee vendors for machines, replacing refrigerator filters when necessary, keeping on top of cleanliness & issues as they appear, and proactively responding quickly to a complaint or potential safety issue (leaking water, etc.).
• Xerox/Canon, refill printers with paper daily, monitor stock levels & place orders as necessary. Assist people with learning to use the printers & plotters themselves. Point of contact for printer/plotter issues/breaks/fix needs, handling technicians when they are on-site. Handle stock levels for toner as needed.
• Office Supplies, stock office supplies as needed in the cabinet, track supply levels & report when an order needs to be placed.
• Track Record, monthly office safety tracking tool, handle monthly completion of track record platform that includes duties like checking fire extinguisher tags; ensuring updates are done for HSE docs; ensure we're up-to-date on inspections, filters, etc.; and uploading invoices/receipts & confirmations of annual safety training & drills as they are due, etc.
• OSTT – Sustainability tracking tool for office; save monthly invoices in network file folder and upload info and invoice to OSTT tracking tool each month for the client to monitor our utility consumption & quantify our shred/recycle efforts.
• Reception desk backup coverage for breaks and vacation time, helping visitors get in & following front desk procedures, and ensuring catering gets where it's supposed to go. Provide excellent customer service, helping employees & visitors get acclimated in the office.
• Invoices, receive & review invoices to verify for accuracy, scan/save invoices in vendor folders using the established file name format, and submit invoices to AP if accurate.
• Communicate with office staff and property managers via email and/or signage for any building issues, safety issues, or janitorial issues as appropriate. This could include a wet paint sign, adding cones/caution tape to block an area off, redirecting traffic if a repair is being done, posting out of order signs, service call has been placed signs, etc.
• HSE partner for office, training provided, includes being a floor warden & assisting during emergency evac drills, becoming first aid/cpr/aed trained when able, being informed & knowledgeable of HSE plans & HSE & emergency procedures, being a backup lead for HSE events that may occur at our bldgs., acting & prioritizing the safety of ppl in our space.
• Security includes ensuring the security of the physical office space in accordance with security guidelines; ID badge creation and recovery; access card and visitor management; daily headcount reports; employee vehicle parking files; and communication regarding emergencies.
• Office support: professional on-hand customer service support for office needs, which can include setting up for company picnics, blocking parking areas w/cones, being point of contact for table rental company, adding trash/recycle cans as needed, additional chair set-ups for meetings, conf room changes to rooms, and adding tables when needed. This role is always evolving to meet the high needs of our ever-changing office.