Facilities Services Assistant I

Duration: 3-6 Months+ (Contract-to-Hire)

• Conference/meeting room support, setup, and catering
• Track upcoming meeting room bookings
• Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms
• Ensure meeting rooms are set-up as requested
• Ensure technology is in working order, troubleshoot audio visual equipment issues, coordinate repairs as needed
• Coordinate catering, liaise with host regarding special needs (i.e., food allergies), ensure catering presentation meets requirements, appropriately refrigerate and heat food, display signage for specialty foods, discard perishable leftover food, ensure that the room is cleared ahead of the next meeting booking.
• Ensure compliance with the Meeting Room, Catering, Conferencing Standard Operating Procedures
• Develop and maintain strong relationships with caterers and local vendors; monitor performance and escalate questions/concerns to the Facilities Services Manager.
• Order and stock levels for kitchen consumables
• Reception support
• Facilities Services
• Mail/Print Support
• Records logistics
• Physical Security support
• Facilities Management support

Requirements:

• 2+ years of experience providing general office support in a professional office environment
• Exceptional customer service skills
• Strong interpersonal skills and the ability to deal professionally with clients, vendors, and colleagues on the phone, online and in person
• Professional demeanor and appearance
• Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
• Reliable and punctual
• Strong organizational and time management skills, with demonstrated ability to multi-task and prioritize effectively
• A strong focus on detail and accuracy of work
• Ability to communicate effectively, both verbally and in writing, in business standard English
• Proficiency in French, both written and oral, would be an asset
• Basic knowledge of Microsoft Office suite (including Outlook and Teams)
• Knowledge of AV equipment and other technology used in physical meeting rooms
• Heavy lifting may be required (50 lbs.)
• Occasional overtime may be required