Facilities Assistant

The Facilities Assistant primary responsibilities are assisting with oversight of the firm’s space in multiple office locations and providing administrative support to the Senior Manager of the Facilities Department.  In addition, this role will provide back up coverage with Conference Services and Reception as needed.

ESSENTIAL FUNCTIONS:

Facilities Administration Responsibilities:

  • Assists with facilities related matters, such as completing routine maintenance rounds and placing and tracking service calls to the property management offices in Boston, Florida and New York
  • Reconciles invoices for services and goods related to operational functions while researching and confirming billing codes as needed
  • Completes onboarding and off boarding exercises related to communication, vendor setup, paperwork and processes
  • Conducts new hire orientation to include an overview of evacuation policy, building tour and access badge administration
  • Administers mobile telecommunication requests for international services and device upgrades
  • Provides administrative support to Records Coordinator with transferring, recording, filing and requesting onsite and offsite physical and electronic files
  • Runs errands and make offsite purchases related to special requests for events.  Must be able to carry items that weigh up to 10 pounds from one location to another. 
  • Assisting with various administrative projects as requested

Back Up Conference Services Responsibilities:

  • Reserving and maintaining Firm’s conference rooms
  • Ordering and tracking all food orders for meetings
  • Maintaining the Firm’s schedules and calendars including Conference Rooms, Guest Offices and Remote Offices
  • Coding, logging and reconciling invoices for caterers and vendors

Back Up Reception Responsibilities:

  • Professionally answering a multi-line phone system
  • Greeting clients and guests; answering general questions
  • Providing assistance with the building’s guest parking program
  • Processing visitor requests in New York office
  • Maintains reception area for tidiness, lighting, current reading materials, beverages and paper supplies

QUALIFICATIONS:

  • Office related experience, preferably in a professional services organization
  • Proficient with MS Word, Excel and Outlook, and the ability to adapt to new technology
  • Trustworthy and able to work with sensitive and confidential information
  • Excellent verbal and written communication skills
  • Strong attention to detail and ability to maintain organization
  • Ability to manage multiple priorities with varied deadlines
  • Flexible, good-humored team player


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