Facilities Coordinator/Receptionist

2 weeks ago

Chantilly, United States LanceSoft Full time
Title: Facilities Coordinator/Receptionist
Location: Chantilly, VA 20151
Duration: Temp-to-direct (520 hours)

POSITION OVERVIEW:
Responsible for day-to-day office operations and procedures and performs various clerical duties in an office. Manages all facility related activities at the property. Coordinates employee moves/adds/changes. Monitors work order requests expeditiously and brings them to a satisfactory conclusion. Functions as liaison with building property management. Also responsible for mailroom and receptionist responsibilities.

SPECIFIC RESPONSIBILITIES:
  • Coordinates and manages vendor/service provider activities.
  • Coordinates with other Assigned Business Unit support functions (IS/Repro/Security).
  • Responsible for arranging for after-hours heating, ventilating, and air conditioning as needed.
  • Acquires, distributes, and disposes furniture as needed with approval from Assigned Business Unit Region Manager or Deputy Region Manager.
  • Orders supplies from corporate vendors for departments/staff as needed.
  • Coordinates office assignments and moves.
  • Manages off-site storage.
  • Reviews facilities projects with Assigned Business Unit Region Manager or Deputy Region Manager for approval.
  • Coordinates with Assigned Business Unit Region Manager or Deputy Region Manager on all facilities related matters.
  • Coordinates with Talent Management to on-board and off-board employees.
  • Manages equipment maintenance and supplies.
  • Acts as Security/Emergency Coordinator, supporting office business continuity plan if needed.
  • Prepares and plans for annual budget as needed.
  • Acts as member of Office Safety Committee.
  • Ensures the availability/maintenance of AEDs (Automated External Defibrillator), fire extinguishers, and first aid supplies.
  • Coordinates Health and Safety training and testing.
  • Handles incoming and outgoing mail, supply ordering and distribution, and facility maintenance as it pertains to office space and phones.
  • Maintains visitor sign-in book and emergency evacuation plan.
  • Act as Emergency 911 Desk Respondent.
  • Processes OCR's for vendor invoices and submits for payment.
  • Assigns/Monitors Alternative Workplace Strategies (hoteling) space and report usage monthly.
  • Attends scheduled facility team meetings.
  • Ensures adherence to all corporate, contractual, ethics and safety standards, policies and procedures.
  • Reporting includes Workplace Risk Assessment, Office Space Estimate (OSE), Occupancy Report, Recycling Report, and MSDS (Material Safety Data Sheets) for products used onsite.
  • Responsible for greeting visitors and maintaining visitor sign-in book.
  • Answers incoming calls, screens callers and directs calls accordingly.
  • Maintains and updates information on Safety and Employment/Labor Relations bulletin boards.
  • Coordinate and/or schedule any special conference room requests (i.e. projectors, video teleconferencing, easels, catering, etc.).
  • Ship and receive mail and packages.
  • Maintain appearance of conference rooms/break areas/common areas.
  • Provide one Assigned Business Unit paid UPS/FedEx shipment per week.
  • Performs other responsibilities unique to the location.

KEY RELATIONSHIPS:
Supervision Received - Assigned Business Unit Facilities Region Manager and or/Assigned Business Unit Facilities Region Deputy Manager
Supervision Given - None
Internal Contacts - All Employees
External Contacts - Clients; Suppliers; Vendors

EDUCATION/EXPERIENCE:
High school diploma (or equivalent) and typically 5+ years of related experience. Some college level education or facilities related certification coursework preferred.

SKILLS/COMPETENCIES:
  • Strong written and oral communication, organizational, interpersonal skills, and customer service skills are required.
  • A demonstrated proficiency in the use of internet search engines, electronic mail systems, and spreadsheets is required. A working knowledge of company policies and procedures is preferred.
  • Ability to work on individual tasks and team tasks.
  • Ability to work with various levels of staff.
  • Must function effectively under time constraints, schedule workload to meet deadlines, and have the ability to prioritize.
  • Applies knowledge and skills to details of work.

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