Facilities Services Assistant/ Administrative Assistant (266597)

Job Description

Job Description

"All candidates must be directly contracted by ASK Consulting on their payroll and cannot be subcontracted. We are unable to provide sponsorship at this moment".

Job Title: Facilities Services Assistant/ Administrative Assistant

Location: Philadelphia, PA 19103 (Onsite)

Duration: 12 months

Pay Rate: $25.00/hr.

Job Description

A Facilities Services Assistant Generalist serves as a key resource for internal and external clients in client's office. Based on the needs of the office, the scope of responsibilities outlined below will vary
The role:

• Reception and Facilities Services Support
• Perform duties related to reception/switchboard including call and visitor handling
• Meet, greet and announce visitors in a professional manner
• Ensure visitors are identified in accordance with security procedures. Handle hoteling/visitor office space requests as required
• o Monitor to ensure housekeeping standards are maintained
• Help to maintain the overall cleanliness and order/organization of the office space
• Provide first line support and guidance for all Facilities Services processes, systems and tools - escalate issues in a timely manner and follow up/track to ensure issues are resolved
• o Also assists with ad-hoc requests for the office / market
• o Monitor the local Facilities Services mailbox, responding promptly to inquiries
• Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures
• Assist end users with operation of audio visual equipment
• Assist with checking of vendor receipts invoices; monitor and report vendor performance to Facilities Services Specialist
• Work with the Facilities Services Specialist, We Work Management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space
• Assisting in activities related to the Freespace monitoring system (checking sensors, battery replacement)
• Assist with Occupational Health and Safety updates (e.g., general space walkthrough for potential hazards)
• Perform other Facilities Services duties as identified by the FSS including special projects
• Escalate questions/concerns to the Facilities Services Specialist

Secondary/Other Responsibilities:

• Back-up support to conference center assistant
• Physical set up / break down of rooms for meetings
• Track upcoming conference/meeting room bookings
• Organize catered meals and provision of special equipment, as required
• Other
• Cross Train in post and courier services to ensure timely collection and delivery, process outgoing mail and courier services procedures (USPS, FedEx, UPS, and other carriers)
• Escalate Uniflow secure print issues following defined protocols
• Escalate questions/concerns to the Facilities Services Manager

Records logistics:

• Facilitate the retrieval of records from offsite storage, as well as their return to storage
• Control access to highly sensitive files in compliance with Records Management
• Escalate questions/concerns to the Facilities Services Specialist/Corporate Records Management

The Requirements:

• 2+ years' experience in a professional office environment providing general office support
• Exceptional customer service skills
• Strong interpersonal skills, and the ability to deal professionally with clients, vendors and colleagues on the phone and in person
• Professional demeanor and appearance
• Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
• Reliable and punctual
• Strong organizational skills, with demonstrated ability to multi-task and prioritize
• Knowledge of AV equipment and limited technology in a meeting environment
• A strong focus on detail and accuracy of work
• Strong time management skills
• Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
• Basic knowledge of Microsoft Office suite and Outlook
• Willingness to participate in daily hands-on room set-up, breakdown, clean-up.
• Heavy lifting required - Ability to lift at least 25 lbs.
• May require additional time commitment outside of normal business hours
• High School diploma, certificate or official equivalent

About ASK: ASK Consulting is an award-winning technology and professional services recruiting firm servicing Fortune 500 organizations nationally. With 5 nationwide offices, two global delivery centers, and employees in 42 states-ASK Consulting connects people with amazing opportunities

ASK Consulting is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all associates.