Assistant- Office + Facilities

Overall Purpose of the Job:

The Facilities Technician US plays a pivotal role supporting the Director of Facilities & Security, Americas, by managing the comprehensive daily operations of the Blue Bell office. This position ensures efficient oversight of front office and reception activities, coordinates mail and office logistics, manages supplies and equipment, oversees maintenance protocols, and upholds the physical security standards of the facility. The role requires a dynamic individual who is highly organized, proactive, and skilled in multitasking to maintain a secure, clean, and fully operational workplace environment. Acting as the first point of contact for both internal and external stakeholders, the Facilities Technician facilitates seamless office functions and contributes to fostering a productive and welcoming atmosphere for all employees and visitors.

In collaboration with multiple departments, this role supports compliance with safety and security regulations and participates actively in audit preparations and emergency response initiatives. Strong communication skills and attention to detail are essential to navigate the diverse responsibilities effectively. This position is integral to sustaining the facilities’ infrastructure, ensuring that resources are utilized efficiently and that all operational aspects adhere to corporate policies and standards.

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Essential Job Duties and Responsibilities:

• Manage day-to-day office operations, including enforcing established security protocols, administering building access control, and coordinating maintenance, cleaning, and mailroom services to ensure smooth facility function.
• Oversee the front office operations by enforcing visitor and badge policies, coordinating shipping and receiving activities, and maintaining the overall reception area to create a professional and safe environment.
• Support the onboarding process by facilitating office and facility readiness, thereby enhancing new hire integration and experience within the Philadelphia site.
• Assist in the development and execution of Standard Operating Procedures (SOPs) related to compliance audits, emergency procedures, and physical security, ensuring the integrity of security reporting and adherence to company policies.
• Maintain all shared spaces including conference rooms, storage areas, and kitchen facilities in a clean and orderly condition, managing inventory levels and restocking supplies as necessary.
• Oversee supply rooms, copy areas, stationery, and kitchen stock while managing procurement according to approved budgets and policies; escalate special requests to the appropriate management authorities.

Essential Duties and Responsibilities, cont.:

• Administer the facility ticketing system for Philadelphia sites, monitoring requests and fulfillment to guarantee that all service level agreements (SLAs) are consistently met and surpassed.
• Exhibit fiscal responsibility by managing budgets related to facilities, security operations, and associated programs, optimizing cost efficiencies without compromising service quality.
• Configure and prepare meeting rooms for scheduled events by arranging furniture and equipment, ensuring functional and welcoming environments for collaboration.
• Install and maintain office equipment and furniture including sit-to-stand desks, whiteboards, TV monitors, and other essential fixtures to enhance workplace ergonomics and productivity.
• Conduct daily inspections of the entire site to verify cleanliness, safety, and the overall condition of facilities, addressing any issues promptly to maintain operational standards.
• Provide general office and facilities support by responding promptly to requests and facilitating solutions to day-to-day operational challenges.
• Identify and recommend potential projects for inclusion in the annual facilities budget, collaborating with the Director of Facilities & Security to align initiatives with organizational goals.
• Serve as the 24/7 on-call specialist for site emergencies and business continuity planning (BCP) events at the Philadelphia office, demonstrating readiness to manage critical situations and support uninterrupted operations.

Qualifications:

Required Skills and Knowledge:

• Valid driver's license with a clean driving record, ensuring safe and reliable transportation when required.
• Proficiency in Microsoft Office suite, including Word, Excel, and Outlook, to efficiently manage documentation, communication, and reporting tasks.

Required Competencies:

• Exceptional organizational skills with a professional demeanor to effectively prioritize and manage multiple competing tasks.
• Ability to multitask in a fast-paced environment while maintaining attention to detail and quality of work.
• Resourcefulness and proactive problem-solving approach to handle unexpected challenges and support facility needs.
• Physical capability to lift and move items up to 50 pounds safely, contributing to various maintenance and setup activities.

Required Work Experience:

• Minimum of 2-3 years experience in customer service or a related field, demonstrating strong interpersonal skills and the ability to serve diverse stakeholders.

Required Qualifications:

• Associate's degree or equivalent relevant work experience, reflecting comprehensive knowledge applicable to facility management and administrative support roles.