Facilities Support Associate

Role Overview: The facility support function consists of a variety of roles in support of daily operations and may include reception services, general facility operations, maintenance, or driver.

Responsibilities: May perform some or all of the functions below, depending on role and level. Reception Services

• Answer and appropriately direct incoming calls.
• Greet visitors; determine nature of business and direct to appropriate individual.
• Ensure completion of any visitor management tasks including review of Office Safety Induction Presentation.
• Maintain guest and visitor sign in/out; oversee the distribution and return of employee and visitor access badges.
• Assist in building or suite access control and the maintenance of a safe, healthy, and secure office.
• Maintain local contact lists, if appropriate.
• Maintain neat and organized front office area.
• Manage conference room use, reconcile conflicts, and post schedules (if appropriate).
• May assist with meeting setup, including procuring food and equipment.
• May perform other duties in support of the facility team or general office, as needed.
• Prepare and process incoming and outgoing mail (includes determining and affixing postage).
• Maintain records on outgoing registered mail and packages, and reconcile charging errors as needed.
• Handle special requests for mail, package, shipping-freight services.
• Ensure compliance with all legislation related to the handling and shipping of materials.
• May assist with mass mailings (generating distribution lists, labels, etc.).Maintenance
• Respond to requests for facility maintenance or repair.
• Ensure completion of routine and required building or equipment service.
• Maintain equipment manuals and logs. General Facility Support
• Purchase and stock office supplies.
• Follow appropriate standard supply and related cost charging guidelines.
• Respond to internal requests for facilities service or repairs and contact property management or external providers as appropriate.
• Assist with tasks related to facility management and appearance.
• Assist with facility Health, Safety, Security, and Environmental tasks.
• Support Plan Beyond goals and tasks related to Office Sustainability.
• Create or order identification badges, and provide building or suite access card management.
• Direct staff to corporate guidance on offsite storage, and coordinate box storage and retrieval.
• Upkeep of floor plans and other office information.
• May track office utilization or update other Facility related data as needed or requested.
• In the event of an office renovation or move – provide support to Facilities project manager as requested.
• Assist or manage internal furniture moves, reconfigurations, or installations as needed.
• Serve as backup to Facility Lead on tasks related to local day-to-day operations. Cross train with Lead (or others as appropriate).
• Other support to Real Estate Operations as needed or requested. Key Relationships
• Facility Lead
• Office Employees
• Visitors and GuestsKey Performance Indicators
• Responsibilities are taken care of properly and without significant issues: any issues that do arise are resolved quickly and efficiently.
• Proven dependability and punctual attendance.
• Positive feedback from employees and visitors.
• Demonstrates ability to use resources and tools appropriately.
• Ability to assist in an emergency situation. Additional notes
• Responsibilities may require physical activity including some or all of the following: bending, stooping, walking, pushing, lifting up to 50 lbs., climbing stairs and / or ladders, sitting for long periods, and typing.
• May perform tasks that are custodial in nature, including those related to office and break room/kitchen maintenance.
• Role is office-based / onsite.