Facilities Assistant - Workplace Management

at  American Institutes for Research

Overview:
Work for a first-class institution that is innovative, multi-dimensional, and dynamic by joining AIR as a Facilities Assistant.
We hire talented and forward-thinking professionals to build our cross-functional teams and support our clients in solving complex problems. Our people—problem-solvers, changemakers, and creative thinkers—are experts in their craft who rise to meet today’s challenges.
The Facilities Assistant will play an integral role in delivering on some of the most meaningful projects in communities across the United States and the world. You’ll collaborate with our teams of motivated and passionate visionaries, where your input will be valued and your contributions vital to our success.
We value the experiences of every member of our institution, from entry level to executive. As part of our collaborative, learning-oriented team, you’ll be encouraged to grow in your career, develop additional skills, and progress professionally.
AIR’s Workplace Management department is seeking a Facilities Assistant to join its innovative team. This department operates in a customer-service-oriented and fast-paced environment. This position is in-office five days per week in AIR’s Austin, TX site and reports to the Facilities Manager in support of the entire department and institutional needs. If you are excited to be part of a fast-paced, dynamic team, this role is for you.

• Maintain AIR’s Austin, TX Location to Class A standards-
• Conduct regular walk-through inspections of the space.
• Coordinate and oversee satisfactory resolution of identified issues on time.
• Coordinate all tasks related to preventive maintenance for all aspects of the space.
• Establish and maintain a professional relationship with all appropriate stakeholders. This includes the AIR staff, property management office, building engineers, cleaning crew, and all other vendors who provide services within the space.
• Maintain appropriate inventory and stock all supplies in the kitchen, workroom, conference, and printer areas throughout the space.
• Provide reception coverage when needed.
• Ensure the space meets the needs of the institution, its staff, and clients, with minimal disruption to the workday.
• Workplace management systems-
• Appropriately manage all assigned work tickets within established Service Level Agreement criteria (SLA) within AIR’s work-ticketing system.
• Create and manage all customer requests/tickets within assigned Service-level agreement (SLA) dates and track them through completion.
• Actively participate in all meetings and/or provide meaningful feedback regarding systems usage.
• Maintain accurate floor plans.
• Shipping and receiving-
• Deliver mail/packages.
• Support staff with outgoing packages/mailings.
• Deliver monthly reports to the accounting department, as needed, or requested.
• Conference room and guest office requests-
• Assist the conference services team and assist staff in booking meetings, conferences, telework, and visitor offices.
• Appropriately manage booked meetings and events within established Service Level Agreement criteria (SLA) within AIR’s event management software.
• Support all conference events per Workplace Management’s established processes.
• Support event with room setup, catering support, supply requests, and other event-support needs leading up to and on the day of their event.
• Maintain and stock guest offices including moving conference room furniture, etc.
• Life safety and security-
• Lead local emergency preparedness program and emergency response team (ERT).
• Maintain ERT documents and organize certification training.
• Maintain access cards within FM systems for AIR staff, visitors, and vendors.
• Invoicing & budget support-
• Confirm goods/services delivered as billed before acceptance.
• Monitor and maintain funded value purchase orders (FVPOs) per established processes and expectations.
• Space planning-
• Make space recommendations that align with established space assignment guidelines for all new hires, transfers, etc. assigned to the Austin office.
• Complete new hire and departure tickets and related activities within the established timeframe.
• Plan, coordinate, and manage internal moves under the guidance of the Facilities Manager.
• Receive appropriate training to administer ergonomic assessments.
• Schedule and conduct ergonomic assessments per established processes.
• Duties, responsibilities, and activities may change, or new ones may be assigned at any time based on business needs