The Front Office and Facilities Associate will be the primary interface with public visitors entering campus. The position will work independently a majority of the time at the front desk to assist visitors, provide campus wayfinding, and manage visitor ID badges.

The position will also serve as backup to the administrative staff in the Facilities Management department.

Reports to the Facilities Office Administrator

Main Job Tasks and Responsibilities

• Greet and direct contractors and assist with wayfinding at university public entrance.
• Issue and manage visitor ID badges and contact Supervisor or the Security Officer with questions. Maintain records of all outside visitors that enter the campus.
• Interact with students, employees, visitors, and others that are nearby. Individuals at the public entrance serve a vital role in representing DMU’s core values and welcoming guests to campus.
• Answer phones and forward callers to appropriate staff; take messages or field / answer all routine and non-routine questions.
• Monitor work requests, converting them into active work orders, and issuing work order assignments.
• Assist in managing CMMS, including asset tracking, preventive maintenance scheduling, inventory management, warranty documentation and various other maintenance related admin activities.
• Working to help create and provide consistent documentation for our WELL Building and LEED Certification.
• Update the parking registration database.
• Send out ID badge number updates.
• Monitor and respond to shared mailboxes, as requested.
• Manage Facilities Management Pulse page and Facilities Management page and content on University’s website.
• Maintain a clean and professional work environment.
• Professional appearance and communication required. Business casual appearance required at a minimum; business professional required on days of special events or executive visitors.
• Manage Facilities Management policies and procedures in PolicyStat.
• Backup administrative staff as needed. Greet visitors and contractors and provide administrative support to Facilities Management staff.
• Issue ID badges and parking permits in accordance with department policies and procedures to employees, students, visitors, and contractors.

Qualifications

Education and Experience

• High school diploma or equivalent and two years of office or administrative support experience or equivalent education / experience.
• Front desk, reception, or customer service experience in an office environment a plus.
• Bachelor’s degree a plus.
• Experience in a Facilities Management environment a plus.

Competencies

• Excellent written and verbal communication skills.
• Excellent interpersonal and people skills. Professional appearance and behavior.
• Aptitude in organizing and managing multiple files, tasks, projects, schedules, and information simultaneously with strong attention to detail and accuracy.
• Good computer skills, skills in Outlook, Microsoft Office Suite (Word, PowerPoint, and Excel), and Adobe Acrobat required.

Experience hosting / managing virtual meeting platforms such as Zoom and Microsoft Teams.

• Discretion and the ability to maintain confidentiality required.
• Commitment to diversity and inclusivity.

Last updated : 2024-05-07