Overview

Location: United States

Date published: 30-Jul-2025

Job ID: 148042

Description and Requirements

Work Location: Onsite

Position Type: Contract, 12 months (potential for extension)

Location: Philadelphia, PA, USA

Expected Salary: $23.00 - $25.00 USD per hour



Our multinational insurance client is looking for a Facilities Services Assistant for the team. The Facilities Services Canada – General Assistant will be providing daily on-site support to our Vancouver office and remote support (from Vancouver), as needed, to our other Canadian offices, with a priority focus on our Calgary office (which is part of the broader Western Canada market). In providing support to other Facilities Services positions, this role works as a team player to achieve team objectives and meet defined service level targets.


This is a full-time 4-month contract opportunity with a potential for extension/conversion to permanent, located in Vancouver, and will be working onsite.


Responsibilities 

  • 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 audiovisual equipment
  • Assist with checking of vendor receipts and invoices; monitor and report vendor performance to the 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
Other Responsibilities:

Back-up support to conference center assistant
  • Physical setup/breakdown 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

Records logistics
  • Facilitate the retrieval of records from off-site 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


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,y as well as demonstrating an appropriate sense of urgency
  • Reliable and punctual
  • Strong organizational skills, with demonstrated ability to multitask 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 the 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

All interested applicants who meet the qualifications listed above are invited to submit a resume by clicking "Apply Now".

The indicated pay range for this position is a good-faith estimate based on the qualifications necessary for the position, including experience, training, and other considerations permitted by law. Additionally, it is emphasized that the pay band mentioned herein is the one established by the client company. Factors that may be used when making an offer may include a candidate’s skills, experience and geographic location, the expected quality and quantity of work. Most candidates will start at the bottom half of the pay range, with the upper end reserved for candidates with extensive experience and skills and who live in geographic markets commanding a higher starting pay. An employee’s pay history will not be a contributing factor where prohibited by local law.

This information is subject to change and serves as a general guideline for compensation discussions. Actual offers may vary based on specific circumstances and company policies.