Job Title: Receptionist/Facilities Services Assistant (Part-Time)
Location: Seattle, WA, 98101(Onsite)
Duration: 1+ Months (with possibility of extension)
Hours: 10:00 AM -3:00 PM, standard shift time
3 days/week- 15 hours per week
Tuesday, Wednesday, and Thursday (We can be flexible with the days)
Bike storage is available in the building
We are looking for a very energetic & outgoing person.
Excellent presentation (first person to greet visitors and colleagues- make a professional and courteous impression).
Description:
The firm’s Real Estate & Workplace Solutions (RE&WS) function is responsible for providing the environment, processes, equipment and resources that efficiently and effectively help our Client’s colleagues meet client demands and the overall objectives of the organization.
Facilities Services (FS) is the operational arm of RE&WS and the FS lead in a defined client’s geographic entity (office location, market or cluster) is responsible for providing an integrated set of effective and efficient support programs and services to local colleagues, with a focus on enabling productivity, managing costs, mitigating risk, promoting our values, and supporting our brand.
Programs and services include but are not limited to the work environment, maintenance, reception, on-site meeting support including food service, print, post and purchasing, facilities and office equipment administration, safety and security, business continuity, records management, and other corporate function support (as required).
FS is also responsible for the day-to-day administration and execution of certain corporate policies and programs in partnership with business and corporate function leadership.
The Requirements –
Minimum criteria, skills, education, licenses etc. required to do this job
General competencies and skills required are Business Acumen, Customer Service, Change Management, Results Focus, Collaboration, Relationship Management, Communication, Talent Development, and Problem Solving/Resolution, but more specific details are as follows:
§ Customer service orientation with a strong desire to deliver value-added support to external/internal clients.
§ Must be proficient in MS Office applications (Word/Excel/PowerPoint).
§ May occasionally require additional commitment outside of normal business hours.
§ A high school diploma or official equivalent is the minimum education requirement
The Role
The major accountabilities of the Facilities Services Assistant role are currently as follows, but these may change in conjunction with the ongoing evolution of Client’s FS operating model.
Summary of Responsibilities
§ Reception support
§ Facilities support
§ Inventory and purchasing support
§ Mail processing (incoming and outgoing)
§ Conference/Meeting Room set up and catering
§ Office equipment/technology troubleshooting
§ Compliance programs quarterly office inspection support
Reception Support:
§ Perform all duties related to the reception including call and visitor handling.
§ Meet, greet, and announce visitors in a professional manner.
§ Receive deliveries at the front door and sign for packages.
§ Ensure visitors are identified in accordance with security procedures and are given necessary safety information.
Facilities Support:
§ Monitor emails and respond promptly to inquires as directed by the Facilities Manager.
§ Help to maintain the overall cleanliness and order/organization of the office space. Communicate additional cleaning/janitorial needs to building/property management, as needed.
§ Support maintenance of office equipment such as copiers and AV equipment. Schedule maintenance or service, as needed.
§ Liaise with building management, office management, Corporate Real Estate and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment, space, and services.
§ Escort vendors during office visits.
§ Ensure goods and services provided by vendors are acceptable and satisfactory.
§ Understand processes relating to other areas of Facilities Services and assist as required to ensure high levels of service are consistently achieved.
§ Report Network issues.
§ Support other Facilities Services activities as necessary.
Post/Courier and Purchasing Support:
§ Manage post and courier services to ensure timely collection, processing, and delivery. Sign and receive courier deliveries at the front door.
§ Oversee office supplies and stock levels. Place orders for general office supplies and maintain proper inventory.
Conference/Meeting Room Setup and Catering:
§ Ensure conference rooms and meeting rooms are stocked with supplies and equipment is in working order.
§ Perform daily maintenance and inventory of basic meeting room equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air conditioning.
§ Provide meeting support for large meetings. Organize catered meals and provision of special equipment, when onsite.
§ Regularly inspect to ensure that excellent housekeeping standards are maintained in conference/meeting rooms.
Miscellaneous Support:
§ Perform other Facilities Services duties as directed by the Facilities Manager.
§ Be fully knowledgeable of Client’s policies and procedures and help ensure compliance plus expected behaviors and practices by colleagues in the office through communication, education and local office protocols.
§ Support Safety & Security, Occupational Health & Safety, and other corporate programs, as directed by the Facilities Services Manager.
§ Understand and perform Fire Warden duties while in the office
