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Facilities Operations Specialist

2 months ago

Harrisburg, Pennsylvania, United States RSM US LLP Full time
Job Summary

We are seeking a highly organized and detail-oriented Location Services Coordinator to join our team at RSM US LLP. As a key member of our facilities operations team, you will be responsible for ensuring the smooth day-to-day operations of our office locations.

Key Responsibilities
  • Facilities Management
    • Execute office operations activities and provide hands-on support to ensure efficient day-to-day operations
    • Interact with building management, vendors, internal clients, external clients, and other Enterprise Support Services personnel
    • Ensure the location is safe, well-maintained, and clean, in tandem with the Location Services Manager or Supervisor
  • Administrative Support
    • Provide administrative assistance, including preparing and working on intermediate to advanced administrative documents (Word, Excel, and PowerPoint)
    • Assist with daily operations, including answering a multi-line telephone system, directing callers, greeting visitors, and altering appropriate parties or visitors
  • Project Coordination
    • Plan and execute Location Services projects, such as moves, repairs, cleaning, conference room preparation, meeting and event coordination, and ensuring pantries are adequately supplied
    • Coordinate with vendors and building management on life/safety and repair items
  • Inventory Management
    • Streamline and improve inefficient processes to successfully manage ordering and maintaining inventory
    • Purchase and maintain inventory of facilities/janitorial supplies and equipment
  • Mail and Reception Services
    • Provide routine direction and support in mail services, including distribution of mail, UPS, FedEx, and other packages
    • Assist employees with large photocopy, scanning, and binding jobs
  • Visitor Management and Reception
    • Ensure quality customer service and manage visitor arrivals
    • Coordinate meetings and events, including catering requests and receiving orders
  • Card Access and Security
    • Manage building card access systems, ensuring exiting employees are terminated in the systems and new cards are issued to new employees and those who lost their IDs
    • Collect fees for replacement cards, as appropriate
  • Office Setup and Maintenance
    • Ensure new hire/move/termination data sheets are completed and files are relegated back to secure locations
    • Ensure terming employee checklists are completed and personal effects are packed up and shipped out, if necessary
Requirements
  • Education
    • High school diploma
  • Technical/SOFT Skills (Required)
    • Ability to communicate verbally and in writing with diverse audiences
    • Advanced Microsoft Office skills
    • Strong grammar and proofreading knowledge and experience
    • Ability to prepare chats, graphics, and tables, etc.
    • Ability to manage multiple tasks and projects
    • Basic to intermediate knowledge of lighting, HVAC, and plumbing
  • Special Requirements Specific to Job
    • Able to lift up to 40 lbs.
    • Able to stand on your feet for extended periods of time
    • Must be punctual and able to adapt to changing schedules
    • Able to convey instructions clearly and concisely and be responsive to staff or vendors when they inquire
    • Effective organization and time management skills
    • Maintain professionalism in demeanor, conversation, and dress
    • Strong attention to detail
  • Experience
    • 3 to 5 years' experience in a related field or area
    • Demonstrated experience managing multiple projects
  • Leadership Skills (Required)
    • Ability to respond positively to changing circumstances, seek and implement change to drive business improvement and serve as a model of the change
    • Work collaboratively with Location Services Supervisors/Managers to provide support across the enterprise, particularly during peak times
    • Work collaboratively with Location Service Manager to provide support during the business planning process