Assistant / Coordinator Job Title: Workplace Services Assistant

Overview: As a Workplace Services Coordinator within the Corporate Facilities Department, you will play a vital role in ensuring the smooth and efficient operation of our workplace environment. You will provide comprehensive administrative support to the facilities team, contributing to the overall productivity and functionality of our corporate facilities.

Responsibilities:

Administrative Support:

Assist in managing office supplies and snacks inventory, ordering, and restocking to ensure adequate supplies are always available for all locations within the portfolio.
Manage incoming and outgoing correspondence, including mail, emails, and phone calls, promptly and professionally
Maintain accurate records and documentation related to facility operations, such as maintenance schedules, service contracts, and vendor information.
Prepare reports, presentations, and other documents as requested by the facilities management team.

Facilities Coordination:

Function as a liaison between the facilities department and internal/external stakeholders, providing timely responses and assistance to inquiries and requests.
Coordinate meeting room bookings, equipment setup, and catering arrangements for corporate events and meetings.
Assist with the coordination of office relocations, renovations, and other facility-related projects, ensuring minimal disruption to daily operations.
Monitor and report any maintenance issues or facility concerns to the appropriate personnel for resolution. Complete necessary tasks to address 5S Inspection findings.
Assist with conducting regular inspections of the facility to identify and address any potential safety hazards or compliance issues. Complete 5S inspections as required.
Support seating terminations and conduct seating audits to ensure optimal utilization of workspace within our organization.
Perform property management audits such as parking, gym, after-hours access, and elevator access.

Vendor Management:

Assist in managing relationships with external vendors and service providers, including scheduling services, obtaining quotes, and processing invoices as needed.
Coordinate vendor access to the facility and ensure compliance with company policies and procedures.

General Office Support:

Provide broad support to other departments or team members, as needed.
Assist with special projects and initiatives as assigned by the facilities management team.
Maintain confidentiality and discretion when managing sensitive information or confidential matters.

Qualifications:

High school diploma or equivalent; additional certification or coursework in office administration or facilities management is a plus.
Proven experience in an administrative, coordinator, clerical, or office support role, preferably within a corporate environment.
Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
Excellent communication and people skills, with the ability to interact professionally with individuals at all levels.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Service Now, Nuvolo, SharePoint, Teams, and other relevant software applications.
Diligence and accuracy in data entry and record-keeping.
Ability to work independently with minimal supervision and as part of a team.
Knowledge of basic health and safety regulations and facility management practices is desirable.

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