Facilities Team Member

This evolving role will require an adaptable, hands-on, service focused professional who will ensure consistent and timely attendance, provide excellent support to the office and their team members and work productively in a fast paced, rapidly growing organization.

A successful candidate will exhibit strong attention-to-detail, organizational and time management skills. They must be able to handle multiple and competing requests and have a strong ability to assess and prioritize them while maintaining a professional and positive attitude.  This role is highly mobile and requires a candidate who is motivated and can operate independently, yet in a team environment. 

Services range from providing event and hospitality support, ordering café/office supplies, inventory control and stock, preparations for new hires, and special projects throughout the office and across the Central/South Region. This individual will require some experience and exposure working in Corporate Services or a similar environment where regular requests from team members for assistance are proactively addressed and resolved in a timely manner.

Primary Functions & Responsibilities:

Specific responsibilities include, but are not limited to:

• Hands on work that requires being in the physical space (Monday-Friday) maintaining amenities and office services throughout the day.

• Assist with inventory for all common-use items such as café, emergency and office supplies, paper and toner utilizing company-approved supply vendors.

• Check and stock café beverages and snacks and ensure office supplies in conference rooms, copy areas, gender neutral restrooms and wellness rooms are replenished daily.

• Daily maintenance of all beverage and coffee equipment (Bevi, Co2, Cold Brew, Keurig, Nespresso).

• Maintain cleanliness and organization of café areas/cabinets, file rooms and onsite storage areas.

• Monitor a highly utilized Corporate Services inbox and respond to employee service requests in a timely manner with professionalism and a strong customer service focus.

• Assist with catering, conference room set-up/clean-up and be able to reposition office furniture to accommodate large meetings.

• Support teams in processing and tracking online incoming/outgoing FedEx/UPS shipments.

• Retrieve and disseminate U.S. Mail across internal teams and ensure they are properly distributed in mailboxes.

• Maintain a strong line of communication with requestors and your supervisor by providing consistent updates such as completion of project dates, escalations, etc.

• Provide initial review of vendor invoices in Coupa and code per Ares accounting standards.

• Coordinate with loading dock for any vendor deliveries and provide onsite vendor support as needed.

• Perform light maintenance requests that are not covered by external vendors, including but not limited to, assembling and repairing items, hanging pictures and whiteboards, etc.

Back-Up and Additional Duties Include:

• Assist with compiling presentation materials which may involve copying, printing, scanning and binding services using GBC devices and materials.

• Clear, clean and set-up offices/workstations for all new hires ensuring required equipment/supplies are in place.

• Facilitate internal employee relocations and other requests requiring moving objects, lifting heavy boxes and relocating furniture.

• Assist with office access and parking card program for the office.

• Contact preferred vendors for maintenance, service, and supplies.

• Coordinate with other support teams as needed, such as the Administrative, IT and Network Teams to deliver results.

• Provide Reception coverage for breaks and lunch periods, as needed.

• While at Reception, contact admin./individual employees to pick-up catering deliveries upon arrival.

• In the absence of Reception support, assist with scheduling and editing conference room reservations in Outlook as requested with a high level of attention-to-detail.

• Register visitors in the building’s visitor management system as requested.

• Perform additional ad-hoc functions, providing consistent, quality, and cost-effective services.

Qualifications:

Education:

• Education: HS Diploma or GED equivalent, Bachelor’s degree preferred.

Experience:

• 1-2 years of Corporate Services experience preferred.

• Proficiency in MS Office; includes ability to actively manage a busy inbox and calendar invites.

• Knowledge/experience of facilities, buildings, maintenance and services preferred.

• Experience liaising with clients, consultants, tenants, and local authorities preferred.

• Experience managing third party contractor/vendors (internally and externally) preferred.

General Requirements:

• Dependable, great attitude, highly motivated and a team player.

• Exceptional customer service skills and demonstrates enthusiasm and flexibility.

• Adept at managing multiple tasks in a fast-paced environment with the ability anticipate needs and think ahead.

• Outstanding interpersonal and communications skills and the ability to effectively interface with personnel at all levels.

• Demonstrates excellent business maturity, enthusiasm, organizational skills, and a positive attitude.

• Highly motivated work ethic, with the ability to recognize when a job needs to be done and the capability to do it completely, assuming responsibility for total quality and follow-up to completion.

• Handle day-to-day issues and office services duties independently, assuming responsibility without direct supervision. 

• Ability to handle confidential information appropriately.

• Good judgment in terms of escalating issues vs. solving problems independently.

• Able to lift upwards of 50lbs+