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Associate Facilities Manager

Washington, DC

Posted: 11/20/2018 Employment Type: Full Time Industry: Management Job Number: A

Job Description:
Our client is currently seeking a Facilities Management Associate who provides administrative support to internal clients for facilities management (FM) and office services needs. The Associate supports facilities managers and the director in department-wide initiatives responding to corporate facility needs.

Principal Duties and Responsibilities (Essential Functions)
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Monitors tickets assigned in the facilities management electronic system; documents all actions and meets the requirements of the established service level agreement; reports building issues with building management using each landlord 's ticketing system.
  • Conducts twice-daily floor walks on assigned floors (more often as needed) to ensure furniture and appliances are in good repair and working order and all office needs are met.
  • Maintains up-to-date floor plans on a daily basis.
  • Escalates staff requests/concerns to manager/director as appropriate.
  • Coordinates all work done on assigned floors with oversight of manager/director.
  • Collaborates with on-site, third-party office/reproduction services vendors for events and meetings held in meeting rooms on assigned floors.
  • Submits catering orders to vendors per customer requests; follows up through delivery; documents orders and files receipts and catering requests.
  • Ensures desks are set up with standard furniture and cleaned for new and moving employees; creates accounts for new staff with relevant vendors.
  • Submits requests on an ongoing basis to facilities manager for work to be done by movers.
  • Assists with department initiatives as requested by facilities manager or director.
  • Processes security badges and photos and contributes to maintaining up-to-date database of security badges.
  • Serves as backup for manager in assigning facility management tickets as needed.
  • Follows all standard operating procedures for onboarding/offboarding employees.
  • Prepares monthly credit card statement and corresponding spreadsheet (catering, delivery, office supplies).
  • Serves as backup for Office Services Department (OSD) team members as needed.
  • Assists director with reporting and information monitoring as needed.
  • Contributes to ongoing process review and improvement.
  • Communicates roles and responsibilities of the department to internal and external audiences.
  • Available some nights/weekends to monitor work being done by vendors.
  • Performs other duties as required.



Qualifications
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties.

  • 1 year of relevant facilities management work experience
  • High school diploma required. Bachelor's degree preferred.
  • Ability to provide excellent customer service
  • Strong interpersonal skills.
  • Ability to communicate clearly and concisely orally and in writing; strong cross-culture communication and sensitivity skills.
  • Ability to handle routine administrative tasks and operational issues.
  • Ability to multitask with strong attention to detail, organization, and time management.
  • Ability to follow standard practices and procedures, receive general instruction and supervision, and contribute to projects and initiatives.
  • Ability to work independently and as part of a team.
  • Demonstrated resourcefulness in problem solving and initiative to learn new skills.
  • Strong knowledge of MS Office applications.
  • Experience with Microsoft Visio strongly preferred.

Rachel Amarti

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