Facilities Assistant

Facilities Assistant Overview

• The Facilities Assistant will oversee daily operational functions, ensuring smooth mailroom, pantry, and conference room operations while maintaining facility cleanliness and security.
• Collaborate with the Facilities Manager to address HVAC requests, vendor maintenance, and repairs, ensuring optimal office temperature settings and functionality.
• Maintain pantry equipment, stock levels, and supplies, coordinating sustainable product purchases and suggesting service improvements.
• Ensure proper lighting functionality by coordinating with electricians for troubleshooting and repairs as needed.
• Support e-waste events and ensure proper documentation and certifications for waste destruction.
• Provide contractor oversight for projects outside normal business hours, delivering completion reports for review.
• Manage physical and digital security, including key assignments, card access, and surveillance systems, ensuring compliance and operational readiness.
• Coordinate facility upkeep, including restrooms, conference rooms, and common areas, liaising with cleaning services for special requests.
• Support emergency preparedness initiatives, including platform maintenance, incident tracking, and training coordination.

Facilities Assistant Key Responsibilities & Duties

• Assist with HVAC-related tasks, vendor coordination, and maintaining office temperature settings using BMS systems.
• Oversee pantry operations, maintaining equipment, stock levels, and sustainable product procurement.
• Coordinate lighting maintenance, troubleshooting, and repairs with electricians as required.
• Organize and manage e-waste events, ensuring proper documentation and certifications.
• Supervise contractors for after-hours projects and provide detailed completion reports.
• Maintain security systems, including physical keys, card access, and surveillance equipment.
• Ensure cleanliness and functionality of conference rooms, restrooms, and common areas.
• Support emergency preparedness, including platform management and incident reporting.
• Administer employee onboarding and departure deliverables, including access cards and emergency platform updates.

Facilities Assistant Job Requirements

• High School Diploma or equivalent experience; Associate's Degree preferred.
• Minimum of 3 years of experience in facilities management or related roles.
• Proficiency in managing HVAC systems, vendor coordination, and facility maintenance tasks.
• Strong organizational and time management skills with a proactive approach to problem-solving.
• Experience with security systems, including key management and surveillance equipment.
• Ability to manage multiple tasks, including conference room setups and emergency preparedness initiatives.
• Familiarity with sustainability initiatives and e-waste management practices.
• Excellent communication skills, both verbal and written, in English.
• Proficiency in using facility management software and tools for operational efficiency.