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Facilities Associate

TEKsystems
locationCambridge, MA, USA
PublishedPublished: 6/14/2022
Real Estate
Full Time

Job Description

Job Description

Job Description & Expectations

Responsibilities:

  • Provide facilities services to ensure proper building maintenance, procurement of supplies, daily inspection of site(s), validation of work orders.
  • Liaison with building maintenance, including regular communication.
  • Liaison with key internal and external business partners, including any and all necessary vendors and corporate HR, IS&T, EHS, and Security.
  • Oversee budgets and create spreadsheets/trackers, including Purchase Orders.
  • Create weekly activity and status reports.
  • Provide conference room arrangement and maintenance, including calendar scheduling.
  • Assist with providing equipment removal passes and visitor badges where required.
  • Perform other support duties as required by the department or office.

Additional Day to Day Tasks:

  • Maintain professional appearance of common areas and conference rooms.
  • Greet and assist all visitors; maintain company visitor sign in book. Coordinate visitor transportation and travel if needed.
  • Order, maintain, and track inventory for break room and office supplies. Maintain professional appearance of break rooms and conference rooms.
  • Handle any user errors/ questions -day to day can be different based on volume of requests.
  • Help with any transitions and moves.
  • Vendor management – Coordinate service requests with property management and/or external vendors. Handling issues as they arise.
  • Use employee information applications to obtain employee information and conference room schedules.
  • Function as after-hours contact for property management.
  • Be responsible for overall office safety and security.
  • Deliver mail, handle outgoing and incoming mail delivery, and maintain mailroom organization

Client Culture/Expectations:

  • Manager isn’t always onsite – being able to navigate any roadblocks, being proactive, reaching out to team members when needed.
  • Navigating an environment with little to no set processes.
  • Focus on relationship building- leveraging your team relationships for knowledge transfer and collaboration.
  • Not only understanding your role, but proactively Identifying areas you can increase efficiencies – sharing feedback and recommendations on process improvement.
  • Seeking answers if not readily available.
  • Following processes established in training.
  • Taking initiative – becoming the subject matter expert in your role
  • Greatest opportunity for growth: partnering with your manager on internal processes and knowledge transfer, understanding internal workflows, being vocal about process improvement and ways to take on more tasks and add value

Common Challenges:

  • Little direction given– ability to troubleshoot issues without a manager present. Making sure you understand your manager’s expectations – requires you to put forth the effort to have this conversation.
  • Remote – not always close to team members that can help. Important to prioritize relationship building, so you have others to lean on. Taking ownership of your role.
  • Task oriented role – some days can seem slow. Seeking out areas to help them in and take on more tasks that help with personal growth – always assessing where you can add value.
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