Facilities Team Member

This individual will report into the Eastern Regional Facilities manager and will provide support primarily to the New York office and will also provide ad hoc support across the region.  Corporate Services provides operational support including space planning/seating, print/bind, mail services, visitor seating management, general maintenance and repair of offices as well as maintaining the physical space and provisioning copy rooms, pantries and general areas across the office.

• →Monitor Facilities Inbox and respond to requests promptly & courteously with a strong customer service focus, properly closing out each request per required protocols.
• →Complete daily facilities walks to proactively identify any office repair, maintenance and supply needs.
• →Liaise with building management staff to report and resolve any issues relating to the physical operation of the office – temperature adjustments, restroom issues, light changes, etc.
• →Assist with managing vendor relationships with office service providers (janitorial services, copier maintenance, food bev machine maintenance, towel services, shredding services, office & kitchen supplies, etc.) including processing invoices, scheduling services and requesting quotes on a regular basis.
• →Assist with daily Print and Presentation binding requests.
• →Keep common office areas stocked and clean.  This includes copy centers, printer stations, conference rooms and other common areas. (Frequent lifting of boxes up to 50 lbs. is necessary)
• →Lead set up efforts for newly constructed offices including procuring supplies (within the Coupa system), organizing inventory and being fully accountable for multistep processes.
• →Provide assistance for large meeting set-ups which may include light moving of furniture and supplies, assist with catering set-up and removal. 
• →Maintain consistent inventory of office supplies.  Order, properly code, receive, stock and validate orders for office supplies.  Replenish items on a daily basis and maintain complete records for billing purposes.  
• →Receive and distribute all incoming packages and mail.  Process outgoing mail as necessary.
• →Ensure all office equipment is in proper working order (including replenishment of paper, toner, staples, etc.).  Contact repair technicians when necessary.
• →Manage Visitor office/desk reservations within the Ares mapping tool. Work with Admin staff weekly to determine available offices for visitors to use while employees are out of office.
• →Coordinate new hire desk setups and badge creation along with activation/deactivation within the security system.
• →Maintain seating tracker and map across all floors for new hires.
• →Proper handling of sensitive and/or confidential documents and information.
• →Hours are 7am – 4pm
• →Assist with overtime projects is expected (onsite with vendors afterhours).

Education: College degree preferred but not required

Experience Required:

• 5+ years’ experience in a corporate services environment/role.
• Knowledge of commercial buildings, general office maintenance.
• Vendor management/engagement experience including external and building vendors.
• Presentation printing and binding experience.
• Inventory management and general knowledge of office supply/mail room operations.
• Experience liaising with clients, vendors, consultants and local authorities.
• Emergency Action Plan experience (CPR/AED and first aid as well as emergency procedures).
• Well versed in handling high volume of requests with proper communication and closeout procedures.
• Experience with ticketing systems to handle inquiries preferred.
• Experience with space planning and seat mapping tools preferred (OfficeSpaces).

General Requirements:

• Must be able to act independently.
• Comfortable and professional in interactions with all levels of personnel.
• Exceptional attention to detail and organizational skills.
• Experience in Coupa preferred.
• Strong verbal and written communication skills.
• Demonstrates enthusiasm and flexibility; ability to think ahead and prioritize across tasks.
• Proficiency in MS Office especially Outlook, Excel and PowerPoint required.