Facilities Associate

Company Description

Williams Lea, by RRD is a global business support services company with a strong legacy—over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world—especially within legal, financial, and professional services industries.

We’re a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it’s supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we’re the behind-the-scenes team making everything run smoothly.

Job Description

Shift for this role is 9:30am-6:30pm. Individual shift requirements will vary on client event schedule.

This Facilities Associate position is responsible for handling all day-to-day facilities issues including direct liaison with clients, vendors, security and building management as well as maintaining the overall integrity and operational functionality of the office, including aesthetics.

Job duties

(* denotes an “essential function”)

• *Perform regular inspections of the client space (doors, furniture and fixtures) and escalate to relevant vendors for resolution
• *Respond to employee facility related requests – temperature, parking, etc.
• Communicate with Account manager and client Facilities Manager
• *Be able to lift up to 50 lbs. on a regular basis.
• Interact with clients in person, over the phone or electronically.
• Adhere to Williams Lea policies in addition to client site policies.
• Use equipment and supplies in a cost-efficient manner.
• *Coordinate with Building Management on any issues relating to janitorial services, security, parking, etc.
• Support emergency evacuation plans/fire drills
• Interact with vendors for vending machines, coffee service, Life Safety Equipment, day porter, and other facility related services
• * Daily Check-in with Hospitality team for assistance with event setup/breakdown
• *Assist Facilities Manager with minor moves, relocating internal employees to newly assigned workstations / offices
• * Creating nameplates for new hires and updating new nameplates for internal relocations.
• *Coordinate furniture orders/minor furniture changes
• *Assist Account Manager/Facilities Manager with overall maintenance of offices and ad hoc/special
• *Set tone for the environment by maintaining a positive personality, sense of urgency, independent thinking, self-starting and high-spirited “can-do” disposition
• *Daily Visitor Office checks for general appearance and supplies (Making visitor signs and placing in visitors offices)
• Assistance with wrapping up personal items cleaning out workstations / offices for departing employees
• Assistance with taking departing employees personal down to their car
• Assistance wrapping up personal items and sending them UPS to their home
• Setup Supply boxes for new hires
• Provide court runs or hand-deliver documents/materials as needed

Working conditions

• Individual shift requirements will vary on client event schedule
• Ability to work overtime as needed.
• Work is performed in a professional work environment.
• Business causal attire required.

Qualifications

Job qualifications

• Minimum of 1 year of work experience in the area field of facilities and office services
• High School diploma or GED required
• Strong written and verbal skills
• Proven customer service skillset
• Experience with Microsoft Office (Word, PowerPoint and Excel), including Outlook email and calendar
• Experience in navigating a high-profile, high-paced environment
• Ability to problem solve, rationalize and mitigate/manage obstacles presented
• Self-starter, task-oriented leader
• Ability to work overtime as needed
• Ability to handle sensitive and/or confidential information
• Proven ability to multi-task, meet deadlines and complete projects in a timely manner
• Proven customer service skills are required in order to create, maintain and enhance customer relationships.
• Good written and verbal communication skills, including professional telephone and email etiquette.
• Attention to detail with good organizational skills.
• Must be able to meet deadlines and complete all projects in a timely manner.
• Ability to handle sensitive and/or confidential documents and information.
• Able to make independent deci