Facility Services Associate

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership

Position Overview

The Facility Services Associate plays an important role in creating and maintaining a welcoming, functional, and well-organized workplace. This position provides a variety of workplace support services, including facilities coordination, mailroom operations, document scanning, pantry and conference room services, and reception coverage as needed.

This is a dynamic, hands-on role that requires flexibility and the ability to support multiple service areas based on daily business needs. Responsibilities may include receiving and distributing mail and packages, processing documents, maintaining office and common areas, replenishing supplies, coordinating conference room setups, supporting employee events, and providing backup front-of-house coverage.

The ideal candidate is proactive, customer-focused, detail-oriented, and comfortable shifting between responsibilities throughout the day. Above all, this individual takes pride in delivering exceptional service and ensuring the workplace operates smoothly and efficiently.

Duties and Responsibilities

Workplace & Facilities Services

• Maintain a clean, organized, and functional office environment, including common areas, conference rooms, breakrooms, and shared workspaces.

• Perform routine workplace inspections to identify maintenance needs, cleanliness concerns, safety issues, and opportunities for improvement.

• Coordinate basic office maintenance, furniture arrangements, workspace resets, and general upkeep.

• Submit and follow up on building maintenance requests, work orders, and service-related issues as needed.

• Assist with office moves, furniture assembly, equipment placement, and other workplace adjustments.

• Monitor office supply inventory and replenish or coordinate orders to maintain appropriate stock levels.

• Maintain organized supply closets, storage areas, and designated service spaces.

Mailroom & Document Services

• Receive, sort, process, and distribute incoming mail, packages, and other deliveries.

• Manage outgoing mail and shipping requests, ensuring proper preparation, labeling, and processing.

• Notify employees of incoming packages and deliveries through email or designated communication systems.

• Maintain accurate records and chain-of-custody documentation for mail and package transactions.

• Perform document scanning, indexing, and electronic distribution in accordance with established procedures.

• Operate and maintain office equipment, including multifunction printers, scanners, and other document processing devices.

• Monitor equipment functionality and replenish paper, toner, and other necessary supplies.

Pantry, Conference Room & Event Services

• Maintain pantry, kitchen, and breakroom areas by stocking supplies, organizing spaces, and performing routine checks throughout the day.

• Monitor inventory levels and coordinate replenishment of beverages, snacks, kitchen supplies, and other workplace essentials.

• Prepare conference rooms and meeting spaces according to client requirements, including furniture arrangements, equipment, and general presentation.

• Perform daily room resets to ensure spaces are clean, organized, and ready for upcoming meetings.

• Assist with the setup, breakdown, and coordination of employee events, catered meetings, luncheons, and other workplace activities.

• Coordinate with building management, vendors, and other service providers to support scheduled setups and workplace requests.

Reception & General Workplace Support

• Provide backup reception, lobby, or concierge coverage as needed, including greeting visitors, answering inquiries, and directing guests appropriately.

• Deliver professional, courteous, and responsive customer service to employees, visitors, and clients.

• Respond to workplace service requests and route inquiries to the appropriate individuals or departments.

• Proactively identify opportunities to assist other service areas and support overall site operations.

• Collaborate with SPS colleagues, client representatives, building management, and vendors to ensure consistent service delivery.

• Complete daily checklists, service logs, inventory records, and other operational reporting as assigned.

• Maintain confidentiality and exercise sound judgment when handling sensitive information, packages, or requests.

• Perform other related duties as assigned to support the overall workplace experience.

Qualifications & Education Requirements

• High school diploma or equivalent required.

• 1 year or more experience in facilities, office services, mailroom operations, hospitality, reception, customer service, or a related role preferred.

• Experience working in a corporate office or professional services environment is a plus.

• Strong customer service skills with the ability to interact professionally with employees, visitors, clients, and vendors.

• Excellent organizational skills and attention to detail.

• Ability to manage multiple priorities, adapt to changing needs, and work independently with minimal supervision.

• Basic computer proficiency, including Microsoft Office applications and the ability to learn various workplace systems and software.

• Strong verbal and written communication skills.

• Demonstrated initiative, dependability, and a willingness to assist across multiple service areas.

• Ability to maintain a professional appearance and demeanor.

• Ability to work assigned schedules and hours as determined by management.

Core Competencies

• Customer Service Orientation: Demonstrates a commitment to providing responsive, courteous, and professional service.

• Adaptability & Flexibility: Comfortable transitioning between different responsibilities and adjusting to changing workplace needs.

• Initiative & Accountability: Takes ownership of assigned responsibilities and proactively identifies opportunities to improve the workplace experience.

• Organization & Attention to Detail: Maintains accurate records, organized workspaces, and consistent service standards.

• Communication & Collaboration: Works effectively with team members, clients, employees, vendors, and building personnel.

• Problem-Solving: Recognizes workplace issues, identifies appropriate solutions, and escalates concerns when necessary.

• Professionalism: Demonstrates sound judgment, discretion, and a positive attitude in all workplace interactions.

Physical Requirements

This position involves a combination of standing, walking, lifting, carrying, bending, reaching, and other physical activities throughout the workday. Physical requirements may include:

• Ability to lift and carry packages, office supplies, equipment, and other materials weighing up to 40 pounds or more, as required by the assignment.

• Ability to push and pull standard wheeled carts with loads of up to 60 pounds.

• Ability to stand and walk for extended periods while performing workplace and facilities support duties.

• Ability to bend, kneel, reach, stretch, and occasionally climb or use a step stool to access supplies and perform routine workplace tasks.

• Manual dexterity and coordination necessary to operate office equipment, computers, scanners, printers, and other workplace tools.

• Ability to safely move furniture, arrange conference rooms, replenish supplies, and assist with event setups and breakdowns.

• Ability to perform repetitive physical tasks, including lifting, carrying, stocking, and organizing materials throughout the workday.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.