Facilities Services Assistant

September 19, 2024

RESPONSIBILITIES
Performance Objectives:

Facilities Support:

Help to maintain the overall cleanliness and order/organization of the office space
Work with building management, office management, Corporate Real Estate and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment and space
Support maintenance of local asset inventory listings
Support maintenance of up-to-date floor plans and associated documentation
Assist with the coordination of workstation moves and other space adjustments to meet business needs
Ensure office equipment is properly maintained
Support Real Estate & Workplace Solutions activities as necessary
IT Liaison support for IT vendors, IT equipment, and local office IT communications as needed
Responsible for all new hire set-up; transfers and terminations.
Maintain accurate records
Support health and safety initiatives
Support business continuity and contingency planning

Conference/Meeting Room Setup and Catering:

Print, Post and Purchasing Support:

Manage post and courier services to ensure timely collection and delivery
Oversee stationery supplies and stock levels. Place orders for stationery and general office and kitchen supplies, and maintain proper records
Assist with checking and coding of vendor invoices, as required, and monitoring of vendor performance, escalating questions/concerns to the Facilities Services Manager
Printer equipment support

REQUIREMENTS

Min 2 years’ experience in a professional office environment providing general Facilities Services support
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 we ll as demonstrating an appropriate sense of urgency
Reliable with strong time management skills and punctual
Strong organizational skills, with demonstrated ability to multi-task and prioritize
effectively
A strong focus on detail and accuracy of work
Ability to communicate openly and effectively both verbally and in writing in
business standard English and in local language as appropriate
Proficiency in MS Office Suite
May require additional time commitment outside of nor ma l business hours
College Certificate/Diploma in relevant field