ABOUT US:

Come join the dynamic team at Kestra Financial! Kestra Financial provides a leading independent advisor platform that empowers sophisticated, independent financial professionals, including traditional and hybrid RIAs, to prosper, grow, and provide superior client service. With a culture rich in reinvention and advisor advocacy, Kestra Financial has developed integrated business management technology that, combined with its personalized consulting services, offers exceptional scale and efficiency. Kestra Financial supports independent financial advisors in delivering comprehensive securities and investment advisory services to their clients.

SUMMARY:

We are seeking an energetic and detail-oriented Facilities & Office Operations Assistant to support the day-to-day operations of our office. This role is responsible for maintaining a clean, organized, and professional office environment, managing supplies, coordinating with onsite vendors, and supporting facilities-related needs. The ideal candidate is organized, resourceful, proactive and enjoys creating an efficient and welcoming workplace.

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, this individual must be able to perform each essential duty satisfactorily:

• Maintain the overall appearance and cleanliness of common areas, conference rooms, kitchens, and workspaces
• Monitor and track inventory of office supplies, snacks, cleaning materials, and equipment; restock and place orders as needed.
• Maintain accurate records of inventory levels and ensure timely reordering to prevent shortages.
• Track facilities maintenance needs and coordinate with vendors or the office management team for timely repairs.
• Manage and update office space seating assignments; prepare desks and workstations for new hires, including coordinating supplies, equipment, and signage.
• Coordinate with the management to support space planning and office layout adjustments.
• Serve as the primary point of contact for onsite vendors, such as cleaning crews, HVAC technicians, and maintenance providers.
• Assist with equipment management, including troubleshooting basic issues and coordinating repairs or replacements with vendors or IT.
• Support execution and coordination of on-site safety protocols, including emergency preparedness plans and supplies.
• Assist with event setup and breakdown, as well as other office-related projects and tasks as assigned.
• Support in-office mail functions such as incoming and outgoing mail, packages, and deliveries.
• Provide support for HR activities and functions.
• Perform other duties and projects as assigned.

This is a 100% onsite position. Occasionally early mornings or late afternoons may be required to accommodate vendor schedules or office needs.

KNOWLEDGE, SKILLS, AND/OR ABILITIES: To perform this job successfully, individual should have the following skills and abilities:

• 2+ years of experience in office administration, facilities coordination, or a related support role.
• Strong organizational and time management skills with keen attention to detail.
• Comfortable managing vendor relationships and coordinating service schedules.
• Familiarity with inventory tracking systems and basic office equipment.
• Ability to lift up to 25 pounds and perform light physical tasks when needed.
• Must be a detail oriented multi-tasker.
• Ability to work in a fast-paced environment.

SUPERVISORY RESPONSIBLITIES: None

EDUCATION AND/OR EXPERIENCE:

• High school diploma or equivalent required; associate degree preferred.
• Corporate office administration experience preferred.

PHYSICAL DEMAND: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit at a computer for long periods of time in office environment well lit.
• Ability to lift up to 25 pounds.
• Position is located in Austin, TX office. Must be able to work in the office during scheduled work 40 hours per week; Mon-Fri.

OTHER DUTIES: Please note this job description is not designed to cover or contain a complete comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, this individual must be able to perform each essential duty satisfactorily:

• Maintain the overall appearance and cleanliness of common areas, conference rooms, kitchens, and workspaces
• Monitor and track inventory of office supplies, snacks, cleaning materials, and equipment; restock and place orders as needed.
• Maintain accurate records of inventory levels and ensure timely reordering to prevent shortages.
• Track facilities maintenance needs and coordinate with vendors or the office management team for timely repairs.
• Manage and update office space seating assignments; prepare desks and workstations for new hires, including coordinating supplies, equipment, and signage.
• Coordinate with the management to support space planning and office layout adjustments.
• Serve as the primary point of contact for onsite vendors, such as cleaning crews, HVAC technicians, and maintenance providers.
• Assist with equipment management, including troubleshooting basic issues and coordinating repairs or replacements with vendors or IT.
• Support execution and coordination of on-site safety protocols, including emergency preparedness plans and supplies.
• Assist with event setup and breakdown, as well as other office-related projects and tasks as assigned.
• Support in-office mail functions such as incoming and outgoing mail, packages, and deliveries.
• Provide support for HR activities and functions.
• Perform other duties and projects as assigned

PHYSICAL DEMAND: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit at a computer for long periods of time in office environment well lit.
• Ability to lift up to 25 pounds.
• Position is located in Austin, TX office. Must be able to work in the office during scheduled work 40 hours per week; Mon-Fri