Facilities Assistant

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Facilities Assistant
Responsibilities: Responsible for assisting staff in general office duties between office floors. Maintains the inventory of office supplies and proper operation of equipment. Ensures order and cleanliness of the common areas. Serves as a primary or backup for general Facilities. Responsible for daily sorting and distribution of mail, overnight deliveries, and any packages to the appropriate party, may be required to log packages. Maintains current knowledge base of internal protocols, procedures & policies (e.g. mail cut-off times for services). Performs basic equipment troubleshooting for office equipment. Performs basic programming of office equipment (i.e. adding names to scanner/copier machine, etc.). Maintains current knowledge base of external protocols, procedures & policies for various couriers, messengers, etc. (i.e. Fed Ex, USPS, etc.). Creates, assists, and/or coordinates shipping packages, including completing necessary forms, etc. for different couriers, messengers, etc. Assists with file storage and retrieval from the off-site storage facility, including maintaining proper records. Ensures proper disposal of documents, goods, etc. Provides recommendations to improve the operations and efficiency of the department. May create and/or maintain documents, checklists, and Intranet content. May generate reports and maintain lists/logs. May review invoices and updates tracking sheets; may assist or directly resolve vendor issues. May maintain and update the Facilities calendar. Various other assigned duties and tasks by Facilities Supervisor. Maintains proper inventory of supplies & equipment for shipping, copiers, printers, etc.; communicates to the Facilities Supervisor and the team if any items need to be ordered or discontinued, etc. Maintains order and cleanliness of common areas (i.e. kitchen, refrigerator, dishwasher, copy/mail rooms, reception areas, closets, etc.) and order and fill supplies when needed. Setup and/or breakdown of workstations, including proper cleaning. Assists internal staff with facilities-related issues. Works with the building and/or vendors to address issues and concerns; ensures timely resolution; communicates effectively to the Facilities Supervisor and other parties involved. Performs receptionist duties (i.e. to answer and direct telephone calls) when needed. Assists with special events and guests (i.e. catering orders, vendors, etc.).

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