Workplace Facilities Administrator

Trident Consulting is currently seeking a “Workplace Facilities Administrator “for one of our industry-leading clients in Arlington, VA - Onsite

Role: Workplace Facilities Administrator

Location: Arlington, VA – onsite

Type: Contract

Rate: $35/hr on w2

What You’ll Do

● Serve as a main point of contact for visitors, greeting and welcoming guests to the site, directing them appropriately and notifying company employees of the visitor arrival

● Executes on all in-office workplace service events and/or employee activities, partnering with larger GREWS team members to ensure experiences are timely and equitable for all

● Assists with company local events & meetings (onsite/offsite conference room reservations, catering, décor, coordination, etc.)

● Manage conference room scheduling and work effectively with meeting hosts during planning process, inclusive of information sharing related to catering and A/V capabilities

● Coordinates all aspects of onsite conferencing and meeting, including the configuration and setup of physical spaces including training and conference rooms

● Assists and aligns closely with IT/Helpdesk/EA/HR teams in support of setting up conference rooms, training rooms for corporate meetings, recruiting events, leadership functions, sales conferences, specialty events, etc. as required

● Supports new-hire and onboarding process including workspace preparation, arrival and access credentials, and site familiarization

● Maintains security by following approved procedures, in partnership with Global Physical Security

● Maintains safe and clean reception area, break area, conference rooms, and all other workspaces

● Serve as the local subject matter expert for visiting staff as it relates to hotels, restaurants, team building activities, and general area knowledge

● Administers back-of-house facilities operations including general FF&E maintenance and MEP issues with responsible parties (landlord/property management, vendors, contractors, consultants, etc.). Includes holding vendors accountable to service level agreements and meets with each to review deliverables on a recurring basis

Meets and collaborates with business unit representatives and stakeholders on a regular basis.

● Responds to all workplace inquiries, assess needs or issues, and takes the necessary corrective action. Follow-up with proper leadership escalation or documentation where necessary

● Acts as a liaison with Landlord/Property Management regarding all back-of-house maintenance issues. Champions a recurring meeting with all parties to ensure effective communication of property/building processes, maintenance events, and projects

● Monitor and maintain office equipment in partnership with the IT department (printers, shredders, etc.) where applicable

● Maintains accurate inventory levels and procures office supplies; including but not limited to snacks/supplies for break area, copy center, shipping/courier supplies

● Receives, sorts and forwards incoming mail. Maintains and routes publications

● Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)

● Assists GREWS leadership with OpEx budgeting, forecasts monthly expenses and monthly reporting in partnership with Finance

● Serve as logistical POC for upcoming relocation to new office space in 2027, pending project completion

● Partner with GREWS leadership on future office opening at new location, including day 1 readiness as well as development of processes and procedures

● Lend daily operational support, in remote capacity, to smaller service office locations within adjacent states/regions. This currently includes Toronto.

● Report to the office M-F, 5 days per week. No remote or hybrid work style is available for this role

Requirements

● Minimum of 5 years professional experience

● Facilities Management and/or Office Services experience. Previous hotel/hospitality front-of-house experience is also welcomed

● Exceptional written and verbal communication skills including ability to communicate with all levels of staff, clients, and external professionals

● Ability to interact with people at all levels including senior management

● Basic understanding of local building and fire codes, Fire/Life/Safety plans, and Environmental Health & Safety standards

● Basic understanding of commercial MEP systems and functionalities

● Basic understanding of Audio/Visual conferencing systems

● Demonstrated ability to work independently and prioritize multiple, high-priority tasks

● Unimpeachable judgment and discretion in handling confidential information

● Flexibility to perform job tasks outside of job description when necessary

● Keen attention to detail with the ability to juggle multiple priorities

● High level of integrity and ethics with the ability to maintain confidentiality

● Strong working knowledge of Google and Microsoft Office Suite

● Basic knowledge of or experience in cyber security

Salary : $35