Office Assistant – Facilities 16N25

The Office Assistant – Facilities is a pivotal role within our organization, providing comprehensive administrative support to ensure efficient operations of the facilities department. This position requires an organized, proactive, and detail-oriented individual who can manage a variety of tasks that contribute to the smooth functioning of office activities. The successful candidate will act as the backbone of the facilities team, assisting with planning, coordinating, and overseeing the maintenance of office spaces, equipment, and infrastructure. You will work closely with other departments to understand their needs and help create a comfortable and safe working environment for all employees. If you are someone who enjoys an active role that combines both administrative duties and facilities oversight, this is the perfect opportunity for you.

Responsibilities

• Assist in coordinating and overseeing maintenance activities around office premises and facilities.
• Manage office supply inventory by tracking stock and placing timely orders when necessary.
• Support the Facilities Manager in monitoring building security systems and safety procedures.
• Organize and maintain records relevant to facilities operations and equipment maintenance logs.
• Facilitate communication with vendors and service providers for repairs and routine maintenance.
• Help manage calendars for scheduled maintenance and ensure minimal disruption during office hours.
• Prepare and compile reports on facility-related activities and administrative tasks as needed.
• Respond to employees’ facilities-related requests and ensure prompt resolution of issues.
• Conduct routine inspections to ensure the cleanliness and safety of office facilities.
• Coordinate setup and logistics for office events and meetings, including seating arrangements.
• Manage facility-related data entry and ensure all documentation is accurate and current.
• Support other departments with special projects and tasks that require facilities involvement.

Requirements

• High school diploma or equivalent is required; additional education is a plus.
• Minimum of two years of experience in an administrative or facilities support role.
• Strong organizational skills with the ability to prioritize multiple tasks efficiently.
• Excellent verbal and written communication skills with a customer-focused attitude.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment operation.
• Ability to work independently with minimal supervision while also being a team player.
• Familiarity with facilities management practices and building maintenance procedures.