Job Summary
Provides office services to the organization in support of company operations. Assists with office and conference room set ups and assists with mail operations. Performs routine office maintenance duties, maintains office equipment and supplies. Ensures office facilities are properly operated and maintained. Manages office moves among the company. Supports and follows procedures for facilities and equipment operations to meet building and safety codes.
Accountabilities:
- Responds and evaluates staff requests for office furniture and equipment.
- Collaborates with Manager regarding space planning and major moves.
- Serves as main contact for outside vendors for services with construction, office furniture, appliances, and maintenance issues.
- Inspects common areas and offices for maintenance and renovation needs periodically.
- Assists with mail and freight services for domestic and international sites.
- Follows procedures and processes with distribution of international mail.
- Orders and maintains inventory levels of office supplies, break rooms, and supply cabinets.
- Maintains office equipment and supplies for copiers and fax machines.
- Assists employees with office requests such as arranging furniture, hanging pictures, and setting up work station.
- Performs other duties as assigned or required.
- Coordinates distribution of all incoming and outgoing mail.
- Assists in the coordination and management of construction and development projects.
- Troubleshoots and makes small repairs and fulfills ticket requests.
- Prepares packages for international postage and to freight specifications.
- Collaborates with external vendors for off-site storage areas, assuring orders, accessibility and compliance with safety guidelines.
- Compiles and ships all printed material to fulfill information dissemination requirements.
- Sets up conference rooms with visual aids equipment and ensures equipment is returned to appropriate storage area.
- Prepares monthly postage reports and costs to management.
- Maintains and manages office equipment, copiers, office moves and construction projects.
- Interacts with management to ensure company office spaces and building operations are maintained and meet required safety regulations.
- Ensures facilities services are fully operational and policies and procedures are adhered to regarding equipment, building, and company vehicles.
- Collaborates with functional area managers to coordinate inter-office moves and other maintenance/building projects.
- Solicit quotes and bid information from appropriate vendors.
Applied Knowledge & Skills:
- * Comprehensive knowledge of office equipment, electrical and mechanical systems. * Strong knowledge of office and procurement standards and practices. * Excellent oral and written communication skills. * Proficient use of Microsoft Office and computer software skills. * Ability to prioritize assignments and work well with others. * Ability to read and understand blueprints.
Problem Solving & Impact:
- Works on problems that are complex in scope and require judgment in resolving or making recommendations for solutions.
- Exercises judgment within defined policies and procedures to obtain solutions and perform duties.
- Decisions made generally affect own job or specific functional area.
Supervision Given/Received:
- Provides guidance to other support personnel. Acts as team lead.
- Determines methods and procedures on new assignments.
- Typically reports to a Manager.
Education:
- Associated Degree or international Equivalent in Business Administration , Construction Management or Related Field.
'Experience:
- Typically requires 5+ years of clerical and administrative support experience.
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Must be able to read, write and speak fluent English.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift/move up to 5 lbs.
Technology to be Used:
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
- Less than 10%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
Please click here to continue searching FHI 360's Career Portal.