Workplace Assistant- ON SITE

2 months ago

Bolingbrook, United States Solve IT Strategies, Inc. Full time
Job DescriptionJob Description

Solve IT Strategies is looking for a Workplace Assistant- ON SITE . This role is located at Bolingbrook, IL.

The Main Responsibilities of a person are:

6 month contract assignment. Must have face to face customer service exp (no call center), ability to work onsite, can stand, walk and stand 80% of the time, office exp, lifting up to 50lbs, basic computer knowledge.

EDUCATION
Highschool Diploma required.

PREFERRED QUALIFICATIONS

  • Minimum of 2 years' experience in office services, hospitality, workplace programs, space or floor planning analysis, facilities, and/or site management experience for a large company.
  • Intermediate skills with Microsoft Office.

WHAT YOU BRING TO THE ROLE

  • Highly adaptable and flexible, ability to work independently with little supervision.
  • Strong communication skills across employees at all levels within the organization
  • Demonstrated ability to handle multiple tasks with little or no supervision.
  • Advanced problem-solving skills: ability to triage and create sensible, effective prioritization.
  • Positive attitude; grace under pressure.
  • Accurate, organized, punctual, and accountable.
  • Comfortable with and embrace new technologies and digital tools, such as apps, databases, financial management, work order management, communications and handheld mobile technologies and applications.

WORKING CONDITIONS

  • Normal office demands.
  • Physical ability to assist with warehouse operations.
  • On a regular basis requires the ability to walk, reach with hands and arms, stand for a minimum of 6-8 hours, and able to lift 50 lbs.
  • On a frequent basis, requires the ability to stoop, kneel and crouch. On an occasional basis, requires the ability to climb a ladder and balance.

WHAT WE'RE LOOKING FOR

You're an excellent communicator, comfortable interacting with all levels of employees, management, and third-party vendors. You are detail focused, have impeccable judgment. You always lead with “yes” but are comfortable saying “no” to requests that don't fit team and/or company goals. You're sensitive to employees' needs and the needs of the company and your team. You know that providing excellent customer service might mean dropping everything to sort out an unexpected problem, but that's OK; last minute requests don't faze you

GENERAL SUMMARY & SCOPE

The Workplace Experience Assistant provides workplace services to increase productivity and organizational effectiveness for our corporate office supporting our corporate facilities team. This role is at the forefront of delivering a positive office experience and performs a wide variety of clerical and administrative duties, mail, and stock room responsibilities, in addition to facility maintenance and operational support.

WHAT YOU'LL BE DOING

  • This role requires a 40-hour work week in our Bolingbrook Office M-F within the hours of 6am-5pm as determined by the Facilities manager.
  • Liaise with vendors, building managers, and landlords as needed.
  • Space planning and occupancy data analysis
  • Provide coordination and support for delivery of all workplace services.
  • Maintain awareness of the workspace and submit janitorial and maintenance work orders as needed, communicating with appropriate partners to address issues.
  • Maintain and coordinate the cleanliness and safety of assigned buildings and area, kitchen, equipment, etc. and perform daily rounds of the building, reporting and escalating issues to your lead and team members as appropriate.
  • Assist with conference room set up and clean up, including monitoring the conference room schedule and providing meeting support.
  • Process all incoming and outgoing US Mail, FedEx, UPS, and internal mail. Operate automated mailing and shipping equipment.
  • Stock, organize and maintain office and pantry supplies for the Tallgrass facility.
  • Assist with special projects as needed and directed by the Facilities Manager.
  • Monitors the Corporate Facilities email regularly.
  • Responds to customer requests and complaints professionally and promptly with accurate and thorough information according to the specific request.
  • Assist with a range of light to heavy duty activities such as swapping desk controls, meeting setup, furniture reset, and delivery of furniture and supplies.
  • Troubleshoot issues with workstations, furniture and equipment and light furniture assembly: cabinets, shelving, etc.
  • Utilizes and maintains integrity of databases and supports data entry of required reports and other digital tools associated with service delivery, as requested.
  • Follows security and emergency procedures as defined by the property, and responds to emergency situations in a calm, efficient manner. Summons appropriate assistance as necessary.
  • Maintain records of vendor proof of insurance and contractual documentation in place.
  • Share resources, knowledge, and practices with teammates to improve the office.
  • Coordinate all in-office events for employees
  • Identify areas of process improvement and create action plans.
  • Maintain workplace experience master documents, spreadsheets, calendars, and floorplans.
  • Perform other duties and special projects as requested.
  • Ability to comprehend and interpret instructions, short correspondence and memos and ask clarifying questions to ensure understanding.
  • Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisors.
  • Ability to effectively present information to an internal department and/or large groups of employees.
  • Comfortable meeting and engaging with new people with a warm and engaging demeanor, ability to assess circumstances, empathize and offer help.
  • Utilize a high level of attention to detail as well as strong interpersonal skills.
  • Have a positive attitude and a strong sense of urgency in resolving any issues that arise.
  • Requires basic knowledge of financial terms and principles, with an ability to calculate simple figures such as percentages.
  • Ability to understand and carry out general instructions in standard situations and to solve problems in standard situations, requiring basic analytic skills.

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