JOB SUMMARY
Senior Facilities Assistant plays a crucial role in supporting the operations and maintenance in Community?s offices. This position is responsible for ensuring the smooth functioning of the facilities, providing a safe and comfortable environment for all employees, contractors, & members of Community Health Choice. As a Senior Facilities Assistant, you will be involved in various aspects of office facility management, including coordinating maintenance tasks, overseeing repairs, and renovations. You will work closely with leadership, employees, contractors, vendors, & building management to ensure the timely completion and response to all inquiries, requests, issues, or tasks.
JOB SPECIFICATIONS
- Customer Service: Providing excellent customer service to internal staff and external stakeholders. Assist in managing the day-to-day operations of the office facilities, including security access, maintenance, repairs, vehicle management, safety hazards, and cleanliness. Respond to facilities-related inquiries and requests from employees, providing excellent customer service and resolving issues in a timely manner.
- Serve as a point of contact for vendors, contractors, and building management, addressing all office facilities-related request & issues for Community.
- Supplies Management: Managing all office supplies, ensuring inventory is organized and properly stocked in storage, & common areas (training rooms, conference rooms, & copy areas). Order general supplies as needed and maintain level stock to prevent any interruption to operations.
- Common Area Management: Responsible for all common areas, ensuring all areas are operational, functioning, orderly, clean, and free of any safety concerns. These areas are to be maintained daily and fully operational during business hours.
- Internal Operations: Respond & coordinate all efforts to fulfill all inquiries & requests via ServiceNow ticket system, phone, or email communications. Including all onboarding & offboarding of employees. Coordinating access, workstations, offices, furniture & supplies.
- Pool Vehicle Responsibilities: Maintain all vehicles for Community ensuring insurance, maintenance, appearance is up to date, clean, secure, and operational free of any needed repairs. Responsible for all maintenance records, insurance, keys, and operational needs of the vehicles.
QUALIFICATIONS:
- Education/Specialized Training/Licensure: High school diploma or equivalent
- Work Experience (Years and Area): Proven experience in a similar role, preferably in a corporate office environment
COMPETENCIES
- Customer Focus Sustainability
- Reliability and Dependability Employee Empowerment
- Honesty & Integrity Sustainability
- Change Management Affordability
- Teamwork Employee Empowerment
- Job Family/Job Title Competencies
- Attention to Detail
- Creative Thinking
- Flexibility
- Planning and Organizing
- Taking Initiative
List any additional competencies not indicated above:
- Facilities Management Experience Managing & supporting day to day operations within an office setting. Including security, maintenance, repairs, & renovations
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- Vendor Management Experience Managing and supporting these relationships ensuring best quality service & performance. Monitoring & adherence to contractual terms and negotiated services.
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- Continuous Improvement Commitment to continuous learning & improvement in the field of facilities management, staying updated with industry trends, best practices, & emerging technologies.
INTERPERSONAL SKILLS
- Adaptability Ability to adapt to new technologies, procedures, & changes in the work environment. Being open to learning and embracing new ways of working contributes to overall success in the role.
- Communication Ability to effectively communicate with colleagues, leadership, vendors, & building management.
- Collaboration Working as a part of a team is common in the role, The ability to collaborate with others, share ideas, to work towards a common goal.
Work Environment:
- Office Building: Work is primarily carried out in an office building that consist of multiple floors & departments. Building may have a reception area, conference rooms, training rooms, break rooms, restrooms, and other shared facilities.
- Office Space: Office building has designated offices and open space concepts with workstations consisting of multiple departments. Spaces are equipped with furniture, desk, cubicles, and technology.
- Common Areas: Office building consists of several common areas break rooms, training rooms, conference rooms, collaboration rooms, huddle rooms, storage rooms, copy areas, & other shared areas.
- Facilities: Office space consisting of workstations w/technology housed with the mailroom operations.