Facilities Services Associate II (100% onsite)

Job Summary

The Facilities Services Associate II is responsible for performing highly diversified duties to install, troubleshoot, repair and maintain production and facility equipment according to safety, predictive and productive maintenance systems and processes to support the achievement of the site’s business goals and objectives. The Facilities Service Associate II also performs general administrative and customer service duties; this includes, but is not limited to: 1) Customer service to internal customers by utilizing the phone, email or standard software to process facility work requests; 2) Use tools and equipment to perform routine installations, maintenance or relocations of employees including computers, phones, keyboard trays, monitor arms, furniture, etc.; 3) Liaison and provide project oversight with external vendors for office services such as janitorial services, copy services, express mail, coffee/pantry supplies, vending machines, shredding services and building maintenance including plumbing, heating ventilation and air conditioning (HVAC), electric, parking, etc.;  4) Perform general facility service functions including processing incoming/outgoing mail, shipping/receiving functions, copy center operations, maintain conference room schedule and conference room set-ups, Photo ID badges, access rights, security, and all general facilities repair or maintenance services.

Duties

Customer Service: Good interpersonal skills to interact at all levels of the organization to effectively understand and solve problems. Provides support to internal customers on the phone, email or by utilizing standard software and uses tools to process service and repair requests for workstation ergonomic installations and employee relocations by disconnecting, moving and reconnecting computers, monitors, phones and ergo equipment. (25%)

Vendor Liaison and project oversight:  Provides direction and support to external vendors providing the agency with services including but not limited to janitorial services, copy services, express mail, coffee/pantry supplies, vending machines, shredding services and building maintenance including plumbing, HVAC, electric, parking, etc. Performs preventive maintenance, troubleshoots, diagnoses, and repairs buildings, facilities, fixtures, equipment, and mechanical and electrical systems. Diagnoses problems; contacts vendor as needed to correct problems. Provides recommendations for contracted services; coordinates and/or oversees the work of contractor to ensure compliance with service agreement and that work quality is consistent with standards and expectations. Provides feedback on the vendor procurement during RFP process. (15%)

Inventory Management: Keeps adequate inventory levels of supplies to ensure continuity of service. Supplies to be maintained include but is not limited to toner cartridges, copy paper, express mail envelopes, computer patch cables, office supplies, ergonomic equipment (keyboard trays, monitor arms) and equipment consumables such as ink, ribbons, fusing agents, etc. Researches equipment to determine parts as needed. (10%)

Department Support: Provides primary support or back-up for all general facility services including administrative support (answer phones, process on-line service requests), processes incoming/outgoing mail, shipping/receiving functions, copy center operations including folding machine operation, conference room set-ups, employee relocations, Photo ID badges, access rights, security, and all general facilities maintenance services.  Performs special processes and projects as required. (30%)

Duties Continued

Technical Skills: Use of standard computer software as well as specialized programs to prepare reports, assigns badge security access rights, Iron Mountain storage/retrieval of files, copy volume statistics, mail/postage reports, mileage log, equipment preventative maintenance schedules and logs, input or update employee seating assignment records, etc. Ticket and service request management and distribution of duties, open update and close tickets. (10%)

Performs other duties as assigned. (10%)

Education Required

Education Preferred

Experience

Required:
6 months of experience in a maintenance/facilities role in a Corporate environment.

Preferred:
Experience managing workload in a ticketing/job tracking system.

Skills

Required:

Knowledge of customer service principles.

Intermediate computer skills.

Adept at managing multiple projects simultaneously in a fast-paced, fluid environment.

Demonstrated ability to work in a team or autonomously to complete work orders.

Responds quickly to emergency situations, summoning additional assistance as needed.

Licenses/Certifications Required

Licenses/Certifications Preferred

Required Training

Preferred:
Customer Services

Physical Requirements

Additional Information

Ability to complete movements using the wrists, hands, and/or fingers frequently and regularly to complete activities such as typing, writing, picking up small objects, and other activities necessary to complete job duties.

May be required to offsite locations included but not limited to Family Resources Centers.

If Assigned Conference Room Scheduling:

Monitors email/Calven conference rooms request and coordinates approvals. Coordinators conference set-ups with facilities key stakeholders to ensure room set up requirements are met. Works directly on-site as a “concierge” with employees / public to provide access to conference rooms.