Facilities Support

Qualifications:

• Must be able to lift 60lbs bend carry climb a ladder when needed; must have reliable all-weather transportation as this is an in-person facilities support role M-F
• Must have good working knowledge of computers including full Microsoft suite Teams Outlook email & calendars Photoshop a converting/updating/editing files in PDF working knowledge of excel
• Some working knowledge of using tools: level drill gun tape measure etc. for light maintenance
• Some basic technology/IT knowledge (monitor installation docking station setup)

Responsibilities:

• Maintenance handles light maintenance requests for the office (tightening a loose leg repairing/replacing a chair arm or caster plunging a toilet turning off the water from a leak etc.); inspect/review concerns; attempt to resolve/fix/repair if possible; if not forward request to LL/Fac Maint to further request a tech/vendor; coordinate vendor arrival & onsite visit; f/u & monitor until issue is resolved & update the tracking log throughout the process
• Some basic technology/IT knowledge installing monitors installing/connecting docking stations testing & troubleshooting workstation equipment testing/troubleshooting AV equipment in conf rooms replacing cords/cables troubleshooting small user needs directing people to IT chat 800# & help hub ticket system ordering replacement IT items for desks as needed
• Mailroom duties include receiving mail contacting participants weighing/sending out mail & packages occasional trips to the post office using Fedex account with proper account coding creating labels & packing up shipments to go out and taking them to fedex box. Receive packages from fedex UPS USPS Amazon & coordinate pickup with /employee & secure until retrieval
• Kitchens unloading & running dishwashers stocking kitchens each day monitoring stock levels & placing supply orders. Reviewing/reconciling delivery tickets to orders placed then to invoices of orders for accuracy. Wiping down kitchens as needed emptying coffee packets and straightening up the kitchen area midmorning & end of day. Handle repairs & maintenance as appropriate coordinating coffee vendors for machines replacing refrigerator filters when necessary keeping on top of cleanliness & issues as they appear and proactively responding quickly to a complaint or potential safety issue (leaking water etc.).
• Xerox/Canon refill printers with paper daily monitor stock levels & place orders as necessary. Assist people with learning to use the printers & plotters themselves. Point of contact for printer/plotter issues/breaks/fix needs handling technicians when they are on-site. Handle stock levels for toner as needed.
• Office Supplies stock office supplies as needed in the cabinet track supply levels & report when an order needs to be placed.
• Track Record monthly office safety tracking tool handle monthly completion of track record platform that includes duties like checking fire extinguisher tags; ensuring updates are done for HSE docs; ensure were up-to-date on inspections filters etc.; and uploading invoices/receipts & confirmations of annual safety training & drills as they are due etc.
• OSTT Sustainability tracking tool for office; save monthly invoices in network file folder and upload info and invoice to OSTT tracking tool each month for the clientto monitor our utility consumption & quantify our shred/recycle efforts.
• Reception desk backup coverage for breaks and vacation time helping visitors get in & following front desk procedures and ensuring catering gets where its supposed to go. Provide excellent customer service helping employees & visitors get acclimated in the office.
• Invoices receive & review invoices to verify for accuracy scan/save invoices in vendor folders using the established file name format and submit invoices to AP if accurate.
• Communicate with office staff and property managers via email and/or signage for any building issues safety issues or janitorial issues as appropriate. This could include a wet paint sign adding cones/caution tape to block an area off redirecting traffic if a repair is being done posting out of order signs service call has been placed signs etc.
• HSE partner for office training provided includes being a floor warden & assisting during emergency evac drills becoming first aid/cpr/aed trained when able being informed & knowledgeable of HSE plans & HSE & emergency procedures being a backup lead for HSE events that may occur at our bldgs. acting & prioritizing the safety of ppl in our space.
• Security includes ensuring the security of the physical office space in accordance with security guidelines; ID badge creation and recovery; access card and visitor management; daily headcount reports; employee vehicle parking files; and communication regarding emergencies.
• Office support: professional on-hand customer service support for office needs which can include setting up for company picnics blocking parking areas w/cones being point of contact for table rental company adding trash/recycle cans as needed additional chair set-ups for meetings conf room changes to rooms and adding tables when needed. This role is always evolving to meet the high needs of our ever-changing office.