ABOUT THE OPPORTUNITYThe Sr. Facilities Specialist role is pivotal in ensuring effective management of facility services by providing innovative support and coordination. This position involves interacting with employees at all levels to address facility-related matters, collaborating closely with the Support team to maintain critical site infrastructures, and ensuring compliance with health and safety regulations. As a member of the Health and Safety Team, the Facilities Specialist acts as a first responder during emergencies, handles confidential information responsibly, and maintains operational continuity with minimal disruptions. This role demands a seasoned professional with a comprehensive understanding of the specialization area, adept at resolving diverse issues creatively. The job complexity includes working on problems of varying scope, exercising good judgment in selecting methods for solutions, and receiving minimal instruction for day-to-day tasks and general guidance for new assignments.PRIMARY RESPONSIBILITIESCommunication and coordination:Accepting and sorting all incoming and outgoing mail.Answering and directing calls for the main telephone line.Managing badge printing/cancellations.Coordinating box breakdown and recycling.Handling building requests and reporting.Facilities maintenance:Maintaining clean whiteboards and conference rooms.Overseeing conference room chairs and copy areas on all floors.Managing desk name tags and office space updates.Ensuring kitchen and plant maintenance.Operations support:Creating purchase requisitions (PRs) and purchase orders (POs).Conducting daily floor checks for discrepancies.Providing day porter services and emergency cleanups.Managing desk setups for new hires and employee separations.Maintaining the Envoy Visitor Management System.Logistics and inventory management:Handling shipping and receiving, including maintaining shipping logs.Managing toner inventory levels and office supply orders.Coordinating e-waste disposal and shredding/recycling services.Vendor and contract management:Providing approval for vendor invoices.Updating vendor share drive folders.Safety and compliance:Serving as an Emergency Response Team member.Managing security badge tracking and monthly reports.Monitoring security cameras and ensuring site safety (JHSC).Administrative support:Maintaining facility procedure manuals and filing systems.Supporting HR, recruiting teams, and on-site event management.Handling and tickets support.Supervising day porters and providing backup/ad hoc support.Participating in special projects as needed.QUALIFICATIONS5 years of administrative experience in a professional office environment.Bachelor's degree in business administration, Industrial Engineering, or related fields (preferred).Project Management experience and familiarity with building management.Knowledge of Health and Safety standards for office spaces.Proficiency in MS Office suite (Outlook, Excel, Word, PowerPoint).Strong organizational, interpersonal, and problem-solving skills.Ability to handle confidential information with discretion and professionalism.Proven ability to manage competing priorities and meet deadlines.Creative, flexible, and innovative team player.BENEFITSWorkplace Flexibility: Hybrid WorkMedical insurance: Private health insuranceVacation and Time off: Employees are eligible for various types of paid time off.Wellness reimbursement: To promote healthy living and encourage employees' well-being.Tuition reimbursementEmployee associationWellness Benefits through #LI-AL1
