Facilities Assistant

ESSENTIAL DUTIES

• Coordinate with Facility team in property-related documents administration - memoranda, letters, monthly reports.
• Assist in monitoring Help Desk queries and work orders to ensure requests are distributed and closed.
• Assist with hospitality and meeting room configurations.
• Assist with Desk and room booking management.
• May assist with organizing couriers and/or taxis.
• Maintain assignment of onsite employee lockers and/or seat/office assignments.
• Maintain listing and assist with distribution of security access cards, replacements and/or deactivations.
• Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers.
• Liaison with landlord representative regarding any tenant requested services and/or work orders. Follow up with landlord or property representatives, as required.
• Compile information, prepare and update reports or process other documents as required:
  Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.
• Develop and maintain property filing & tracking systems for reports and documents identified above.
• Assist Facility Managers in the annual budget preparation and development.
• Assist Facility Manager in compiling monthly reports as requested.
• May assist in vendor invoicing process.
• May be requested to act as a back-up to receptionist.
• Oversee copying and mail distribution within designated department.
• Monitor and order general office supplies, consumables, and PPE as needed.
• Monitor and order pantry supplies as needed.
• Contact and coordinate with vendors to service or repair equipment as requested.
• Coordinate with Facilities Manager and assist with onsite EH&S activities, communications and policy enforcement.
• May perform other duties as assigned.

• Facilities/office management and building operations experience preferable
• Excellent communication, written and organizational skills
• Fluent in written and verbal English
• Strong ability to multi-task
• Excellent customer service skills
• Proficient in MS Word, MS Excel, Outlook.
• Ability to work independently with minimal supervision.
• Attention to detail.

• Fast paced working environment
• Entrepreneurial and supportive team
• Competitive salary

• Normal working conditions with the absence of disagreeable elements