RE&WS Facilities Services Assistant - Generalist

Note: This is an in-office role in our Philadelphia Office

The Role

Reception/Conference/Meeting Rooms Setup and Catering

• Perform all 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 hotspot/visit office space requests as required

• Monitor booking tool and communicate/liaise with colleagues booking conference rooms to verify requirements and expedite changes

• Physical set up / break down of rooms for meetings

  • Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily, as required

  • Monitor to ensure housekeeping standards are maintained in conference/meeting rooms

  • Track upcoming conference/meeting room bookings

  • Ensure conference/meeting rooms are set-up as requested

• Organize catered meals and provision of special equipment, as required

• Perform daily maintenance and inventory of basic meeting room equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air conditioning

• Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms

Facilities Services Support

• 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 appropriately

  • Also assists with ad-hoc requests for other Greater Philadelphia Market offices

  • Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquiries

• Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures

  • Assist with basic, first-level IT “smart hands” support (e.g., general troubleshooting)

• Help to maintain the overall cleanliness and order/organization of the office space

• Assist with checking and coding of vendor invoices; monitor vendor performance

• Work with the Facilities Services Specialist , building management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space

• Support space management activities, including assisting with the coordination of desk moves

• Support maintenance of local asset inventory listings and floor plans

• Manage all inventory levels (pantry/supplies) including daily stocking of all supplies for office and pantries

• Participate in Day 1 orientation for new hires

• Assist with Occupational Health and Safety updates for Greater Philadelphia Market offices (e.g., general space walkthrough for potential hazards)

• Perform other Facilities Services duties as identified by the Senior Facilities Services Specialist which may include work on special projects

• Escalate questions/concerns to the Senior Facilities Services Specialist

Mail/Print Support

• 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)

• Ensure operation of all mail support equipment and maintenance of Pitney Bowes

• Troubleshoot printer problems
• Coordinate maintenance of equipment including printers, binding equipment, laminator, postage machines, and courier label machines

• Oversee stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records

• Escalate Uniflow secure print issues following defined protocols

• Ensure compliance with Mail, Print, Reprographics Standard Operating Procedures

• Escalate questions/concerns to the Facilities Services Specialist 

Physical Security Support

• Utilize the CCure system (or other local access card system) to issue photo access cards
• Liaise with the building access system administrator to add/delete colleagues
• Troubleshoot security access system issues; interface with Regional Safety and Security and local office security system vendor, as directed by Facilities Services Specialist  

• Escalate questions/concerns to the Facilities Services Specialist  

   

Records Logistics

• Utilize file management software (e.g., OPUS, Iron Mountain Connect) and support first-level troubleshooting
• Where applicable, assist colleagues with data entry of new files into OPUS. Print barcoded labels for paper records
• Where applicable, assist with the maintenance of central filing areas (e.g., refiling returned records)
• Facilitate the retrieval of records from offsite storage, as well as their return to storage

• Partner with the business and send inactive records to offsite storage (on an annual basis or due to onsite space constraints)

• Maintain records management stock (e.g., files, labels, boxes)
• Control access to highly sensitive files in compliance with Records Management guidelines

• Escalate questions/concerns to the Facilities Services Specialist /Corporate Records Management