Office Services Assistant

Our client is in need of a Office Services Assistant. This person will be working directly with the Facilities team and serve as a primary or backup for general Facilities responsibilities. This role is a 1 month duration, with a possibility to develop into a full time permanent role. This contract position is looking to be filled immediately and end January 31st, 2022. 
  • Office Services Assistant will perform daily sorting and distribution of mail, overnight deliveries, and any packages to the appropriate party, may be required to log packages.
  • Maintains current knowledge base of internal protocols, procedures & policies (e.g. mail cut-off times for services).
  • Performs basic equipment troubleshooting and programming for office equipment.
  • Maintains current knowledge base of external protocols, procedures & policies for various couriers, messengers, etc. (i.e. Fed Ex, USPS, etc.).
  • Creates, assists, and/or coordinates shipping packages, including completing necessary forms, etc. for different couriers, messengers, etc.
  • Assists with file storage and retrieval from an off-site storage facility, including maintaining proper records.
  • Ensures proper disposal of documents, goods, etc.
  • Provides recommendations to improve the operations and efficiency of the department.
  • Create and/or maintain documents, checklists, Intranet content, generate reports and maintain lists/logs.
  • Review invoices and updates tracking sheets; may assist or directly resolve vendor issues.
  • Maintain the Facilities calendar.
  • Maintains proper inventory of supplies & equipment for shipping, copiers, printers, etc.; communicates to the Facilities Supervisor and the team if any items need to be ordered or discontinued, etc.
  • Maintains order and cleanliness of common areas (i.e. kitchen, refrigerator, dishwasher, copy/mail rooms, reception areas, closets, etc.) and order and fill supplies when needed.
  • Assist internal staff with facilities-related issues.
  • Work with building and vendors to address issues; ensure timely resolution; communicate effectively to the Facilities Supervisor and other parties involved.
  • Assists with special events and guests (i.e. catering orders, vendors, etc.).

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