This role is for our large software client located in Herndon, VA. This Facilities Associate will help to manage the front desk as well as maintain the office facilities on a daily basis. They must have the ability to prioritize work among multiple tasks in a deadline driven environment, while interacting with varying seniority levels.
Other duties:
- Ability to work independently and know when to seek assistance
- Ability to work productively in Microsoft office and similar applications
- Demonstrated strength in oral and written communication skills
- Position is currently 100% onsite
Daily Duties:
Overall Office Appearance & Organization
- Need attention to detail to have the office appearance professional, clean & organized at all times
- Tidy all areas that are cluttered, disorganized or contain unnecessary/out-of-place items, boxes or trash
- Front reception desk should remain clean & organized
Stock Room:
- Check the stock room daily to identify items where our target inventory is low by approx. half & prepare the next order
- Goal is to be proactive, rather than reactive, to place orders before items are completely out or almost completely out
All Kitchens:
- Tidy any mess
- Stock Coffee
- Stock Condiments/paper products/cups
- Stock Soda, Juices (no ordering water bottles please, per our policy decision last year)
- Stock Snacks
All Printers:
- Printer paper
- Printer Cartridge
All Office Supply locations
- Stock supplies
- Tidy the area & organize
Conference Rooms:
- Keep tidy in between meetings or whenever possible when the room is not occupied
- Engage IT immediately if technology issues arise
RESPONSIBILITIES:
Assist Sr. Facilities Manager with administrative support
Provides front reception desk support for guests, visitors and employees
Assist in oversight and coordination of janitorial, food service, coffee services, badging, fitness center waivers
Management of stocking of pantry/office supplies
Coordination of incoming/outgoing mail
Issue office announcements via electronic distribution lists
Assists with dispatching of maintenance service requests to Landlord
Organize and maintain filing system for all reports, vendor invoices, proposals, etc.
Maintain current list of vendor contacts, emergency contact info, property information
Coordination of catering/lunch program scheduling
Provides support for meetings and conference room reservations, as needed and directed
Expected to provide monthly on-site support for Chantilly, VA office
Any and all other duties and tasks as assigned
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- 3+ years as a Facilities Coordinator or similar role to an Office manager or Receptionist
- Must be able to be onsite 5x per week in Herndon, VA
- Provides front reception desk support for guests, visitors and employees
- Must be able to stock food and office supplies on a daily basis
- Provides support for meetings and conference room reservations, as needed and directed
- Ability to take direction and be proactive to stocking or help to assist leaders/executives in the office
- Great organizational skills
- Confident working MS Office and Outlook for Email
- Bachelors Degree
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.