Facilities and Office Specialist

Saint Louis County, MO - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

What we are looking for

Our client is seeking a Facilities and Office Specialist to join the Administrative Support team in Earth City MO to ensure that office operations run smoothly effectively and this key role they will be responsible for tasks such as greeting visitors supply ordering meeting and space planning catering vendor management and maintenance tracking. This position will also help provide backup administrative support to assist teammates when needed.

This is a full-time position with our client. The position is expected to be on-site at our Earth City MO facility working Monday through Friday 8:30 AM to 5 PM.

What the position will be doing

Maintain a clean safe secure and welcoming office atmosphere in areas such as reception conference and training rooms and common areas.
Welcome visitors with an upbeat and friendly personality answering their questions and directing them to the appropriate destination.
Maintain records of visitors requests and calls received.
Adhering to security and safety protocols while controlling access via the reception desk including reviewing the logbook and issuing visitor badges.
Be the go-to person for ensuring the safety of the office building including ensuring that employees follow safety procedures for fire alarms tornado sirens and other emergency protocols and maintaining on-site emergency medical equipment.
Be the point of contact for office vendors such as FedEx OfficeMax and Cintas and manage contact and price negotiations.
Assist with tracking the administrative operations budget for reporting.
Manage the inventory and track costs for office supplies restocking as needed.
Ensure that all office maintenance including plumbing HVAC electrical and cleaning is adequately maintained.
Schedule space reservations for meetings prepare necessary materials and greet attendees while also managing any catering arrangements.
Sort and distribute mail update calendars and schedule meetings and interviews when needed.
Assist with coordinating engagement events with the office culture committee.
Performing other tasks upon request (including special projects as assigned) remaining flexible and adaptable to changes.

Necessary Skills Education & Abilities

A minimum of 5 years of experience in Executive Office Support is required for this role.
An Associates degree or higher is preferred but not required.
Ability to display a professional and friendly personality at all times.
Able to thrive in a fast-paced environment with constantly changing priorities flexible and adaptive to changing processes and procedures.
Exceptional oral and written skills outstanding interpersonal skills and the ability to work closely with vendors partners clients and senior management.
Ability to think and act independently formulate and support new ideas and champion new initiatives within and beyond the scope of ones responsibilities.
Exceptional time management skills self-motivated willing to learn and the ability to maintain confidential information.
Experience working independently as well as part of a team with limited supervision.
A creative problem solver with an innovative mindset to create mutually beneficial solutions.
Relentless attention to detail.
Experience in planning coordinating and facilitating meetings.
Proficient in Microsoft Office Suite specifically Excel Word PowerPoint Outlook and Teams.

About Our Client

Our client is a Specialty Pharmacy dedicated to providing services to smaller patient communities. They focus on securing insurance coverage coordinating care and complying with therapy regimens are only a few examples. Their mission is to minimize the daily impact of living with unique disorders. After just one call their experts begin to address everything from medication delivery and insurance reimbursement to compliance and education. Every patient receives a proactive service experience tailored to their specific needs.

Converge HR Solutions and our clients provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws.

Required Experience:

Manager

Maintain a clean safe secure and welcoming office atmosphere in areas such as reception conference and training rooms and common areas.
Welcome visitors with an upbeat and friendly personality answering their questions and directing them to the appropriate destination.
Maintain records of visitors requests and calls received.
Adhering to security and safety protocols while controlling access via the reception desk including reviewing the logbook and issuing visitor badges.
Be the go-to person for ensuring the safety of the office building including ensuring that employees follow safety procedures for fire alarms tornado sirens and other emergency protocols and maintaining on-site emergency medical equipment.
Be the point of contact for office vendors such as FedEx OfficeMax and Cintas and manage contact and price negotiations.
Assist with tracking the administrative operations budget for reporting.
Manage the inventory and track costs for office supplies restocking as needed.
Ensure that all office maintenance including plumbing HVAC electrical and cleaning is adequately maintained.
Schedule space reservations for meetings prepare necessary materials and greet attendees while also managing any catering arrangements.
Sort and distribute mail update calendars and schedule meetings and interviews when needed.
Assist with coordinating engagement events with the office culture committee.
Performing other tasks upon request (including special projects as assigned) remaining flexible and adaptable to changes.

Necessary Skills Education & Abilities

A minimum of 5 years of experience in Executive Office Support is required for this role.
An Associates degree or higher is preferred but not required.
Ability to display a professional and friendly personality at all times.
Able to thrive in a fast-paced environment with constantly changing priorities flexible and adaptive to changing processes and procedures.
Exceptional oral and written skills outstanding interpersonal skills and the ability to work closely with vendors partners clients and senior management.
Ability to think and act independently formulate and support new ideas and champion new initiatives within and beyond the scope of ones responsibilities.
Exceptional time management skills self-motivated willing to learn and the ability to maintain confidential information.
Experience working independently as well as part of a team with limited supervision.
A creative problem solver with an innovative mindset to create mutually beneficial solutions.
Relentless attention to detail.
Experience in planning coordinating and facilitating meetings.
Proficient in Microsoft Office Suite specifically Excel Word PowerPoint Outlook and Teams.