Role Overview
The facility support function consists of a variety of roles in support of daily operations and may include reception, mailroom, general facility operations, maintenance, or driver.
Responsibilities
- May perform some or all of the functions below, depending on role and level.
- Answer and appropriately direct incoming calls.
- Greet visitors; determine nature of business and direct to appropriate individual.
- Ensure completion of any visitor management tasks including review of Office Safety Induction Presentation.
- Maintain guest and visitor sign in/out; oversee the distribution and return of employee and visitor access badges.
- Assist in building or suite access control and the maintenance of a safe, healthy, and secure office.
- Maintain local contact lists, if appropriate.
- Maintain neat and organized front office area.
- Manage conference room use, reconcile conflicts, and post schedules (if appropriate).
- May assist with meeting setup, including procuring food and equipment.
- May perform other duties in support of the facility team or general office, as needed.
- Prepare and process incoming and outgoing mail (includes determining and affixing postage).
- Maintain records on outgoing registered mail and packages and reconcile charging errors as needed.
- Handle special requests for mail, package, shipping-freight services.
- Ensure compliance with all legislation related to the handling and shipping of materials.
- May assist with mass mailings (generating distribution lists, labels, etc.).
- Respond to requests for facility maintenance or repair.
- Ensure completion of routine and required building or equipment service.
- Maintain equipment manuals and logs.
- Purchase and stock office supplies.
- Follow appropriate standard supply and related cost charging guidelines.
- Respond to internal requests for facilities service or repairs and contact property management or external providers as appropriate.
- Assist with tasks related to facility management and appearance.
- Assist with facility Health, Safety, Security, and Environmental tasks in line with Beyond Zero.
- Support Plan Beyond goals and tasks related to Office Sustainability.
- Create or order identification badges, and provide building or suite access card management.
- Direct staff to corporate guidance on “best practices” for archiving, and coordinate box storage and retrieval.
- Upkeep of floor plans, phone lists, and other office information.
- May track office head counts or update other Facility related data as needed or requested.
- Assist in preparation of space and resources for new hires or transfers.
- In the event of an office remodel, reconfiguration, or move – provide support to
- Assist or manage internal furniture moves, reconfigurations, or installations as needed.
- Serve as backup to Facility Lead on tasks related to local day-to-day operations.
- Cross train with Lead (or others as appropriate).
- Other support to Real Estate Operations as needed or requested.
- Responsibilities are taken care of properly and without significant issues: any issues that do arise are resolved quickly and efficiently.
- Proven dependability and punctual attendance.
- Positive feedback from employees and visitors.
- Demonstrates ability to use resources appropriately.
- Ability to remain calm and provide guidance in an emergency situation to responders.