Specialist II, Facilities

• General document handling: scanning, filing, printing, assembling, file creation/labeling, label creation, etc.

Situs

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At Situs

AMC, we are looking to match your unique experience with one of our amazing careers, so that we can help you realize your potential and career growth within the Real Estate Industry. If you are someone who can be yourself, advocate for others, stay nimble, dream big, own every outcome, and think global but act local – come join our team!

This position will be the first point of contact for internal and external customers seeking support and information concerning the facilities located at the assigned worksite. This position has responsibility for the day-to-day facilities-related activities, performs safety and security functions, provides administrative support, and functions as the on-site coordinator for employee activities and events.

• Assists the department in carrying out various HR programs and procedures for all company employee (time off, desk moves, events, etc.)
• Maintain confidential personnel information
• Assist with Operational Audits, internal and external (e.g., SOC 1, workers comp, etc.)
• Manages the reception area to ensure effective security and professional greeting of clients, vendors, guests, and employees.
• Ensures proper badge‑in/badge‑out of employees and use of visitor and temp badge logbooks when necessary.
• Primary responsibility for the assigned worksite’s employee events and activities to include ongoing employee communications and reminders, planning, ordering and/or picking up supplies; may assist with planning and organizing events for Remote employees, and other locations
• On‑site primary contact for any security, building management, and third‑party vendors to support all facility‑related needs and activities
• Acts as the on‑site Emergency Drill coordinator which plans, conducts, and evaluates emergency drills in coordination with the Operations Risk team
• Monitors CCTV security cameras for security violations ensuring non‑approved personnel are restricted from access to the facility
• Monitors all printer and multi‑functional devices, ensuring paper and ink are properly installed/stocked
• Ensures first‑aid kits are serviced and in working order
• Responsible for day-to-day facilities operations of the assigned worksite to include building access keys, security cards, and general housekeeping
• Respond to any facilities issues quickly and follow up to ensure the issue has been followed through to completion
• Ensure break room areas are clean and supplies are adequately stocked
• Performs administrative tasks to include sorting, opening and distribution of mail
• Handle and coordinate with carriers’ initial receipt and distribution of all inbound packages
• Creates general correspondence, charts, tables, and other business documents as requested
• Manages inventory of all office and coffee supplies, and orders as needed
• Manage meeting and conference room calendars
• Answer incoming calls
• Reliable and regular attendance for front desk
• Set up and coordinate Document Services signing parties to include printing/collating of the documents prior to the scheduled signing party, handling of the executed documents after the signing party by providing the documents to the vault and notifying all parties once complete.
• Ability to understand and obtain the Florida notary license
• Participate in execution of documents in Document Services signing parties either as a notary, or witness
• General document handling: scanning, filing, printing, assembling, file creation/labeling, label creation, etc.
• Assisting with printing of checks, stuffing of envelopes
• Such other activities/projects as may be assigned by your manager

• High school diploma, college degree preferred or a combination of education and experience
• Notary republic state appointed official.
• Strong analytical…