Facilities Coordinator

at  Robert Half

We are offering a contract to permanent employment opportunity for a Facilities Assistant in Provo, Utah. As a Facilities Assistant, you will play a crucial role in managing the daily site facilities tasks, maintaining the overall organization, and ensuring a detail oriented appearance of the office. This role also involves engaging with various departments and external vendors, maintaining an accurate inventory of supplies, and handling mailroom duties.

• Being responsible for daily site facilities tasks, requests, and issues, and being the main facilities point of contact for employees/contractors, vendors and other departments including IT, HR, Real Estate, Workplace Programs, Security and Health & Safety. · Working closely with reception staff by, (1) Daily reception coverage for breaks and lunch, (2) Welcoming visitors and employees, answering the phone, and routing calls in a detail oriented manager, (3) Maintaining adequate stock of office, cleaning, and kitchen supplies. · Distribute incoming mail and prepare outgoing shipments and interoffice mail. · Mailroom duties include responding to the courier’s scheduled deliveries and pickup times and supporting sub-tenant mail services, as required. · Scan and process time-sensitive checks, invoices, tax, and legal documents. Engaging in ERP (SAP, NetSuite, Ariba) software to set up and maintain vendors, submit scope of work, track approval financial approval flows, request project POs, submit invoices, and keep precise records of project costs. · Nurture an intimate working relationship with the Facilities Team, Sourcing/Procurement, Accounts Payable, Security, Vendors, Project Managers, the building’s Landlord, and their property manager. · Update building signage as assigned to include employee nameplates. · Perform extensive administrative tasks: manage meeting room calendars, prepare purchase order requisitions, and handle special projects. · Maintain databases such as operating manuals, floor plan software, visitor access cards, visitor management system, new hires system, workflows, facility work order system, bike locker management, employee fitness center, parking permits, and vendor insurances. · Develop and maintain tracking sheets as required. · Oversee new permanent seating assignments, internal staff moves, and coordinate with the Facilities and IT teams. · Representing Facilities Ops. on the health and safety committee and being first aid certified. Participating and coordination of the required building safety program and evacuation drills. · Coordinate service to the office and liaison with the landlord’s property manager and other 3rd party vendors.
• Minimum 5 years previous experience in office services role / administrative support · Possesses excellent verbal/written communication and interpersonal skills · Ability to interface and communicate with all levels of the organization; Strong customer service focus · Strong attention to detail and follow-through · Excellent organizational skills and attention to detail · Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams) Ability to learn new software quickly and proficiently (SAP, NetSuite, Ariba, CenterStone, Concur). · Ability to recognize critical items, prioritize accordingly, and execute with decisive action. · Provide a positive experience to our customers, clients, and employees alike; · Demonstrated ability to work collaboratively as part of a team and in a team environment. · Ability to be discreet and handle confidential, sensitive information · College / University degree/certificate or equivalent work experience is an asset. · Must demonstrate a desire to embrace learning and take initiative · Capable of multi-tasking in a fast-paced environment · Working experience with UPS, FedEx, AIT, and other couriers with domestic and international shipments, including large freight items. Some physical labor is required: the ability to lift twenty pounds.
  Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
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  All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
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