Location: United States
Date published: 27-Mar-2025
Job ID: 141984
Description and Requirements
Work Location: 100% Onsite
Position Type: Contracts, 12 Months (potential for extension)
Location: Tampa, FL, USA
Our leading global insurance client is looking for a Facilities Services Assistant.
Responsibilities
* A Facilities Services Assistant - Generalist serves as a key resource for internal and external clients in a client office. Based on the needs of the office, the scope of responsibilities outlined below will vary
* Reception and Facilities Services Support
* Perform duties related to reception/switchboard including call and visitor handling
* Meet, greet and announce visitors in a professional manner
* Ensure visitors are identified in accordance with security procedures. Handle hoteling/visitor office space requests as required
* Monitor to ensure housekeeping standards are maintained
* Help to maintain the overall cleanliness and order/organization of the office space
* Provide first-line support and guidance for all Facilities Services processes, systems, and tools - escalate issues in a timely manner and follow up/track to ensure issues are resolved
* Also assists with ad-hoc requests for the office/market
* Monitor the local Facilities Services mailbox, responding promptly to inquiries
* Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures
* Assist end users with the operation of audio-visual equipment
* Assist with checking of vendor receipts invoices; monitor and report vendor performance to Facilities Services Specialist
* Work with the Facilities Services Specialist, We Work Management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment, and space
* Assisting in activities related to the Freespace monitoring system (checking sensors, battery replacement)
* Assist with Occupational Health and Safety updates (e.g., general space walkthrough for potential hazards)
* Perform other Facilities Services duties as identified by the FSS including special projects
* Escalate questions/concerns to the Facilities Services Specialist
Secondary/Other Responsibilities
* Back-up support to conference center assistant
* Physical set up / break down of rooms for meetings
* Track upcoming conference/meeting room bookings
* Organize catered meals and provision of special equipment, as required other
* Cross Train in post and courier services to ensure timely collection and delivery, process outgoing mail and courier services procedures (USPS, FedEx, UPS, and other carriers)
* Escalate Uniflow secure print issues following defined protocols
* Escalate questions/concerns to the Facilities Services Manager
* Facilitate the retrieval of records from offsite storage, as well as their return to storage
* Control access to highly sensitive files in compliance with Records Management
* Escalate questions/concerns to the Facilities Services Specialist/Corporate Records Management
* Records logistics
Qualifications
* 2+ years’ experience in a professional office environment providing general office support
* Exceptional customer service skills
* Strong interpersonal skills, and the ability to deal professionally with clients, vendors and colleagues on the phone and in person
* Professional demeanor and appearance
* Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
* Reliable and punctual
* Strong organizational skills, with demonstrated ability to multi-task and prioritize
* Knowledge of AV equipment and limited technology in a meeting environment
* A strong focus on detail and accuracy of work
* Strong time management skills
* Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
* Basic knowledge of Microsoft Office suite and Outlook
* Willingness to participate in daily hands-on room set-up, breakdown, and clean-up.
* Heavy lifting required - Ability to lift at least 25 lbs.
* May require additional time commitment outside of normal business hours
* High School diploma, certificate or official equivalent