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Facilities Services Assistant

3 months ago

Philadelphia, United States sgsconsulting Full time
Job DescriptionJob Description

Job Title: Facilities Services Assistant I

Duration: 07 Months+ (Possibilities of extension)

Location: Philadelphia, PA 19103 (Onsite)

Schedule: M-F: 08:00 AM – 05:00 PM

 

Note:

Ø  This position will most likely become permanent.

Ø  The primary location will be Philadelphia, PA and the candidate will occasionally be asked to support the King of Prussia, PA location (based on the need).

Ø  Must have transportation to travel between locations when necessary. Parking is provided at both locations. Business travel expenses are reimbursable.

Ø  We are looking for a candidate with experience on the phone (front desk position) and with exceptional customer service skills.

Ø  Facilities Service Front of House position requires a professional demeanor

 

Job description:

Ø  A Facilities Services Assistant – Generalist serves as a key resource for internal and external clients in a Client’s office. Based on the needs of the office, the scope of responsibilities outlined below will vary.

 

The role

Ø  Reception and Facilities Services Support

Ø  Perform duties related to reception/switchboard including call and visitor handling

Ø  Meet, greet and announce visitors in a professional manner

Ø  Ensure visitors are identified in accordance with security procedures. Handle hoteling/visitor office space requests as required

Ø  Monitor to ensure housekeeping standards are maintained

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

Ø  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.

Ø  Also assists with ad-hoc requests for the office / market.

Ø  Monitor the local Facilities Services mailbox, responding promptly to inquiries

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

Ø  Assist end users with operation of audio visual equipment

Ø  Assist with checking and coding of vendor receipts monitor and report vendor performance to Facilities Services Specialist

Ø  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

Ø  Assisting in activities related to the Freespace monitoring system (checking sensors, battery replacement)

Ø  Assist with Occupational Health and Safety updates (e.g., general space walkthrough for potential hazards)

Ø  Perform other Facilities Services duties as identified by the FSS which may include work on special projects

Ø  Escalate questions/concerns to the Facilities Services Specialist

 

Secondary/Other Responsibilities

Ø  Back-up support to conference center assistant

Ø  Physical set up / break down of rooms for meetings

Ø  Track upcoming conference/meeting room bookings

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

 

Other:

Ø  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)

Ø  Escalate Uniflow secure print issues following defined protocols

Ø  Escalate questions/concerns to the Facilities Services Manager

 

Records logistics

Ø  Facilitate the retrieval of records from offsite storage, as well as their return to storage

Ø  Control access to highly sensitive files in compliance with Records Management guidelines

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

 

The Requirements

Ø  2+ years’ experience in a professional office environment providing general office support

Ø  Exceptional customer service skills

Ø  Strong interpersonal skills, and the ability to deal professionally with clients, vendors and colleagues on the phone and in person

Ø  Professional demeanor and appearance

Ø  Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency

Ø  Reliable and punctual

Ø  Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively

Ø  Knowledge of AV equipment and limited technology in a meeting environment

Ø  A strong focus on detail and accuracy of work

Ø  Strong time management skills

Ø  Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate

Ø  Basic knowledge of Microsoft Office suite and Outlook

Ø  Willingness to participate in daily hands-on room set-up, breakdown, clean-up, as needed.

Ø  Heavy lifting required - Ability to lift at least 25 lbs.

Ø  May require additional time commitment outside of normal business hours

Ø  High School diploma, certificate or official equivalent

Company DescriptionSoftware Galaxy Systems, LLC (SGS) is an award-winning Contingent Workforce Services firm providing a broad range of integrated suite of services through a global delivery platform. SGS brings innovative talent management strategies to empower its clients to stay focused on growth of their core competencies. SGS has developed a comprehensive process-oriented methodology to manage high-volume contingent labor, payroll services and SOW’s for today’s competitive landscape.

SGS is proud of the partnerships it has built with its clients, MSP’s, and employees which has allowed it to deliver unparalleled service to its wide-ranging customer base. SGS is a certified minority owned enterprise that provides innovative yet practical solutions, from concept through execution. We combine technology with strategy and aim to deliver results today that endure tomorrow. SGS’ client centric approach delivers unparalleled value with vastly responsive, streamlined and highly process oriented workforce solutions.

SGS has been awarded and acknowledged by leading MSP’s (i.e., KellyOCG, TAPFIN, Guidant Global, etc.) for its exemplary performance in the contingent workforce space.Company DescriptionSoftware Galaxy Systems, LLC (SGS) is an award-winning Contingent Workforce Services firm providing a broad range of integrated suite of services through a global delivery platform. SGS brings innovative talent management strategies to empower its clients to stay focused on growth of their core competencies. SGS has developed a comprehensive process-oriented methodology to manage high-volume contingent labor, payroll services and SOW’s for today’s competitive landscape.\r
\r
SGS is proud of the partnerships it has built with its clients, MSP’s, and employees which has allowed it to deliver unparalleled service to its wide-ranging customer base. SGS is a certified minority owned enterprise that provides innovative yet practical solutions, from concept through execution. We combine technology with strategy and aim to deliver results today that endure tomorrow. SGS’ client centric approach delivers unparalleled value with vastly responsive, streamlined and highly process oriented workforce solutions.\r
\r
SGS has been awarded and acknowledged by leading MSP’s (i.e., KellyOCG, TAPFIN, Guidant Global, etc.) for its exemplary performance in the contingent workforce space.