Senior Facilities Assistant

Responsibilities

• Conduct daily facility inspections to identify safety, maintenance, cleanliness, and operational issues and ensure a safe, clean, and productive work environment.
• Coordinate and manage corrective and preventive work orders, including follow-up with internal staff, building management, vendors, and contractors to ensure timely resolution.
• Manage relationships and day-to-day coordination with building ownership/management, security, janitorial services, parking, engineering, and outside contractors.
• Manage facility-related vendor services and contracts, including scheduling, performance monitoring, issue resolution, and invoice review.
• Maintain accurate facility records, documentation, floor plans, equipment information, maintenance records, work requests, shipping/receiving records, and other operational documentation.
• Coordinate facility projects, repairs, renovations, office moves, employee workspace setups, and other workplace changes.
• Review and interpret basic construction drawings, floor plans, and MEP documentation.
• Support building operations and maintenance activities, including coordination with building engineering and property management.
• Support Security and Fire/Life Safety programs, inspections, testing, and emergency preparedness activities.
• Coordinate and support access control, video conferencing, phone systems, and other workplace technology as required.
• Serve as a point of contact for employees, vendors, contractors, building management, ownership, and senior management regarding facility-related matters.
• Provide facility support before, during, and after critical incidents and emergency events.
• Coordinate workplace services including meeting preparation, conference rooms, food services, parking, vending, site access, and other employee amenities.
• Coordinate and support corporate events, including events occurring outside normal business hours or at off-site locations.
• Assist with the development and management of facility operating budgets, review expenses, monitor vendor costs, and identify opportunities for cost savings and operational efficiencies.