Facilities Coordinator/Receptionist - LanceSoft Inc
Chantilly, VA 20151
About the Job
Title: Facilities Coordinator/Receptionist
Location: Chantilly, VA 20151
Duration: Temp-to-direct (520 hours)
POSITION OVERVIEW:
Responsible for day-to-day office operations and procedures and performs various clerical duties in an office. Manages all facility related activities at the property. Coordinates employee moves/adds/changes. Monitors work order requests expeditiously and brings them to a satisfactory conclusion. Functions as liaison with building property management. Also responsible for mailroom and receptionist responsibilities.
SPECIFIC RESPONSIBILITIES:
- Coordinates and manages vendor/service provider activities.
- Coordinates with other Assigned Business Unit support functions (IS/Repro/Security).
- Responsible for arranging for after-hours heating, ventilating, and air conditioning as needed.
- Acquires, distributes, and disposes furniture as needed with approval from Assigned Business Unit Region Manager or Deputy Region Manager.
- Orders supplies from corporate vendors for departments/staff as needed.
- Coordinates office assignments and moves.
- Manages off-site storage.
- Reviews facilities projects with Assigned Business Unit Region Manager or Deputy Region Manager for approval.
- Coordinates with Assigned Business Unit Region Manager or Deputy Region Manager on all facilities related matters.
- Coordinates with Talent Management to on-board and off-board employees.
- Manages equipment maintenance and supplies.
- Acts as Security/Emergency Coordinator, supporting office business continuity plan if needed.
- Prepares and plans for annual budget as needed.
- Acts as member of Office Safety Committee.
- Ensures the availability/maintenance of AEDs (Automated External Defibrillator), fire extinguishers, and first aid supplies.
- Coordinates Health and Safety training and testing.
- Handles incoming and outgoing mail, supply ordering and distribution, and facility maintenance as it pertains to office space and phones.
- Maintains visitor sign-in book and emergency evacuation plan.
- Act as Emergency 911 Desk Respondent.
- Processes OCR?s for vendor invoices and submits for payment.
- Assigns/Monitors Alternative Workplace Strategies (hoteling) space and report usage monthly.
- Attends scheduled facility team meetings.
- Ensures adherence to all corporate, contractual, ethics and safety standards, policies and procedures.
- Reporting includes Workplace Risk Assessment, Office Space Estimate (OSE), Occupancy Report, Recycling Report, and MSDS (Material Safety Data Sheets) for products used onsite.
- Responsible for greeting visitors and maintaining visitor sign-in book.
- Answers incoming calls, screens callers and directs calls accordingly.
- Maintains and updates information on Safety and Employment/Labor Relations bulletin boards.
- Coordinate and/or schedule any special conference room requests (i.e. projectors, video teleconferencing, easels, catering, etc.).
- Ship and receive mail and packages.
- Maintain appearance of conference rooms/break areas/common areas.
- Provide one Assigned Business Unit paid UPS/FedEx shipment per week.
- Performs other responsibilities unique to the location.
KEY RELATIONSHIPS:
Supervision Received - Assigned Business Unit Facilities Region Manager and or/Assigned Business Unit Facilities Region Deputy Manager
Supervision Given - None
Internal Contacts - All Employees
External Contacts - Clients; Suppliers; Vendors
EDUCATION/EXPERIENCE:
High school diploma (or equivalent) and typically 5+ years of related experience. Some college level education or facilities related certification coursework preferred.
SKILLS/COMPETENCIES:
- Strong written and oral communication, organizational, interpersonal skills, and customer service skills are required.
- A demonstrated proficiency in the use of internet search engines, electronic mail systems, and spreadsheets is required. A working knowledge of company policies and procedures is preferred.
- Ability to work on individual tasks and team tasks.
- Ability to work with various levels of staff.
- Must function effectively under time constraints, schedule workload to meet deadlines, and have the ability to prioritize.
- Applies knowledge and skills to details of work.
Source : LanceSoft Inc