Facilities Services Assistant II
Los Angeles, CA 90071 ONSITE
06+ Months Contract to Hire
Pay Rate: $30.96/hr.
Description:
Monday to Friday; 8am-5pm are the standard hours.
This position may be extended and could become permanent (no guarantee).
MUST HAVE experience with direct reports/managing people.
The Role
As a Facilities Services Assistant you will serve as a key resource for internal and external clients in a office, and will perform a combination of the following tasks, based on specific location requirements: pantry and print area stocking and maintenance; assisting in office workstation moves; providing backup reception support; ensuring conference/meeting rooms are set up, audio-visual equipment functioning and catering needs for meetings are met; collection and delivery of mail and newspaper, office supplies; responding to facilities-related issues (e.g. lighting, HVAC, furniture repairs, etc.); miscellaneous other duties. You are expected to work as a team player in achieving practice objectives and meeting defined service level targets.
Facilities Support:
Monitor the local Facilities Services mailbox and respond promptly to inquires as directed by the Facilities Services Manager.
Help to maintain the overall cleanliness and order/organization of the office space.
Ensure office equipment is properly maintained.
Work 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.
Support maintenance of local asset inventory listings.
Support maintenance of up-to-date floor plans
Assist with the coordination of workstation moves and other space adjustments to meet business needs.
Support Corporate Real Estate activities as necessary.
Reception backup:
Perform all duties related to the reception including call and visitor handling.
Meet, greet and announce visitors in a professional manner.
Ensure visitors are identified in accordance with security procedures and are given necessary safety information.
Conference/Meeting Room Setup and Catering:
Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily, as required.
Organize catered meals and provision of special equipment, as required.
Perform daily maintenance and inventory of basic meeting room equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air conditioning.
Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms.
Communicate and liaise regularly with associates booking conference rooms to verify requirements and expedite changes.
Develop and maintain strong relationships with caterers and local vendors.
New Hire and Other HR-Task-Related Support:
Assist with the onboarding of new associates. Provide an updated new hire packet, organize for PC equipment, set up the desk/office, guide a tour of the new work area and office space, provide security access card to building and office space.
Ensure correct federal and local government posters and binders are displayed
Miscellaneous Support:
Perform other Facilities Services duties as directed by the Facilities Manager.
The Requirements
2+ years’ experience in a professional office environment providing general office support
Relevant experience in printing and production
Exceptional customer service skills
Strong interpersonal skills, and the ability to deal professionally with clients, vendors and associates 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 well as demonstrating an appropriate sense of urgency
Reliable and punctual
Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively
A strong focus on detail and accuracy of work
Strong time management skills
Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
Basic knowledge of Microsoft Office suite and Outlook
Knowledge of AV equipment and limited technology in a meeting environment
Heavy lifting may be required (case of paper)
May require additional time commitment outside of normal business hours
High School diploma, certificate or official equivalent