Administrative Assistant/Workplace Coordinator

This is a contractual role with the potential to transition to full-time status at the 'sole discretion of the client.

We are looking for an Administrative Assistant/ Workplace Coordinator who will aid in organizing and coordinating administrative procedures for their location

This role is designed to create and maintain a safe and pleasant work environment while ensuring high levels of organizational effectiveness and communication are met

Assist in the smooth running of the office and help to improve company procedures and the day-to-day operations

Supporting the continuous operation and improvement of our office spaces, including site security, property maintenance and project-based initiatives.

Staff main reception desk during normal business hours, fielding incoming calls and visitors.

Respond to calls and emails; handle distribution of mail including FedEx/UPS shipping and receiving, in a timely and efficient manner.

Greet guests and visitors with professional demeanor and provide general support.

Maintain office services by organizing office operations and procedures; reviewing and approving supply requisitions and processing for payment as directed.

Serve as central coordinator for site visit scheduling and logistics in cooperation with various functional areas.

Schedule conference space for large scale meetings or guests, IT and AV equipment, travel arrangements, meals and appointments.

Order various items and equipment as needed within budget.

Coordinate with building contractors and Facilities for necessary maintenance and repairs.

Act as a liaison with facility management vendors, including cleaning, catering and security services.

Facilitate with in-house or off-site activities such as parties, celebrations, employee engagement events, conferences, and community outreach.

Partner with Ops leadership to update and maintain office policies as necessary.

Monitor and report safety or security concerns.

Aid in coordinating and drafting communications.

Maintain cost containment and processes approval of relevant invoices to Accounts Payable.

Monitor all building entry and identification within compliance with established guidelines including control of visitor passes and logs.

Primary role in supporting the continuous operation and improvement of our office spaces, including site security, property maintenance and project-based initiatives.

Assist the Facilities Manager in all aspects of project implementation as needed.

Represent the Facilities Department in inter-departmental meetings to support and facilitate communication and action between departments.

Coordinate all Facilities activities, work direction, and support systems.

Independently maintain and update administrative policies and processes.

Set up, maintain, and organize department's central files, information, filing, and messages.

Prepare and maintain RFP's, bid information, and other contract documents as needed for the facility.

Prepare internal bill-backs and documents for events supported by the Facilities organization.

Provide administrative support to the facilities director and onsite leadership teams.

Coordinate with property management for any maintenance requirements and/or inspections.

Coordinate with building security on access card processing and physical security needs of space.

Manage the Security access-control database in conjunction with building security.

Process incoming and outgoing mail as needed.

Answer phones and relieve receptionist as needed.

Maintain office equipment and physical space.

Handle building-equipment emergencies on an ongoing basis and serve as a liaison between company employees and outside contractors called in to fix problems.

Schedule preventative maintenance respond to urgent maintenance calls and participate in the creation of emergency preparedness plans.

Inventory, order, and stock all office supplies and kitchen areas.

Special projects as assigned.

Superior customer service skills and orientation.

Ability to maintain consistent professionalism under stressful situations.

Ability to plan and manage work under time constraints.

Ability to multitask and work without direct supervision.

Excellent critical thinking skills and ability to direct responses during emergency situations

Excellent verbal and written communication skills and proven ability to provide direction to staff.

3+ years in administrative support or office management.

Proven experience as an office manager, front office manager, receptionist or administrative assistant.

Proficiency in MS Office (MS Word, Excel, PowerPoint, and Outlook, in particular).

Strong organizational skills and collaborative style needed.

Knowledge of real estate, telecommunications, furniture, accounting and building systems.

High school degree required; bachelor's degree in engineering, facilities management, business management, or related field preferred.

Certification in facilities management (FMP, CMP) a plus.