Administrative Assistant

Title –Facilities Assistant

Full Time Permanent Role

San Diego, CA

5 days onsite

The Opportunity

JOB DESCRIPTION:

ABOUT THE ROLE

The Facilities Assistant will be responsible for the delivery of services in the area of facilities, purchasing, reception, and catering in the Office Services group. This individual will answer and relay service requests, assuring performance of help desk duties and working with the Office Services Manager to assure continuous coverage for help desk. The Facilities Assistant will maintain a current inventory of small equipment, office keys and access cards; providing clerical assistance to the department in general. Maintains Facilities Department files and performs backup duties for the reception desk and office catering. Ensures client service and satisfaction are attained in all areas of position.

ESSENTIAL FUNCTIONS

Service Call, Help Desk Duties, Facilities, Purchasing, Conference Room Management

• Answer telephone calls to the department and either process the service call or relay it to the appropriate person.
• Relay routine requests to the building office regarding services provided by the building office staff, engineers, or security department.
• As the purchasing agent, provide assistance to clients seeking purchasing related services. This may include ordering or dispensing office supplies or ergonomic accessories.
• Issue, or facilitate with building management, the issuance of firm and building access cards.
• Responsible for office moves and relocations.
• Manages office supply orders and maintains the stocking of office supplies.
• Processes facilities and purchasing related invoices.
• Manages all aspects of conference rooms and prepares conference rooms for meetings as needed.

Small Equipment Inventory

• Maintain written records reflecting the Firm’s physical inventory and location for keys and other equipment the department may need to track.
• Assure that equipment is in good working order, performing minor repairs as necessary.
• Troubleshoot problems as they arise, including arranging for repairs from service providers.

General Support for Facilities Department

• Prepare transmittal letters and other departmental routine correspondence.
• Under the direction of departmental standards and guidelines, perform daily floor and general area checks. Report any repairs that are necessary to manager, building management, and/or outside vendor. Undertake minor repairs as necessary.
• Perform minor building maintenance and general repairs such as window shades, doors, carpet, chairs, cabinets, walls, etc.
• Directly notify building management to schedule or report carpet cleaning, janitorial services, and other building maintenance repair.
• On a regular basis, and at the direction of the Office Services Manager, create a checklist of areas needing special cleaning attention.

Backup Support to Reception, and Catering Departments

• Provide support to reception by answering phones, greeting clients and visitors, and prepping conference rooms.
• Ordering catering as needed for specific events. Making coffee for meetings as needed.

ABOUT YOU

Education and Experience

• Bachelor’s degree preferred, or equivalent work experience.
• Operations experience in an office environment is preferred.
• Proficient computer skills using Microsoft Office Suite required. Typing speed of 45wpm preferred.
• Strong verbal and written communication skills.

Teamwork and Applied Skills

• Strong client service ethic and a proven record in delivering exemplary client satisfaction to external and internal client constituencies.
• Reliability, dependability, and strong motivation to respond to requests quickly.
• High level of accuracy, and attention to detail, and accountability.
• Ability to receive and follow instructions with high degree of accuracy.
• Ability to apply effective independent judgment; to assess issues and needs; and to provide responsive solutions.
• Ability to multi-task, to set and meet priorities, and to meet deadlines timely.
• Ability to lift up to 50 pounds.
• Ability to work overtime.