Facilities Assistant

Provide assistance in all administrative aspects of facility management, administration and reporting. Responsible for managing the receptionist’s duties including visitor /employee access, responding to tenant/customer service requests serving a portfolio of corporate properties. Compile and assist in the preparation of, various monthly (and other periodic) property operational, administrative and financial reports. Can also serve as back-up to Post room/Office Services. Administrative duties require broad experience, skill and knowledge of organization policies and practices for a specific group or individual.

ESSENTIAL DUTIES:

• Coordinate with Facility team in property-related documents administration - memoranda, letters, monthly reports.
• Assist in monitoring Help Desk queries and work orders to ensure requests are distributed and closed.
• Assist with hospitality and meeting room configurations.
• Assist with Desk and room booking management.
• May assist with organizing couriers and/or taxis.
• Maintain assignment of onsite employee lockers and/or seat/office assignments.
• Maintain listing and assist with creating & distribution of security access cards, replacements and/or deactivations.
• Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers.
• Liaison with landlord representative regarding any tenant requested services and/or work orders.Follow up with landlord or property representatives, as required.
• Compile information, prepare and update reports or process other documents as required: Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.
• Develop and maintain property filing & tracking systems for reports and documents identified above.
• Assist Facility Managers in the annual budget preparation and development.
• Assist Facility Manager in compiling monthly reports as requested.
• Assist Facilities Coordinator in operational tasks as assigned.
• May assist in vendor invoicing process.
• May be requested to act as a back-up to receptionist in other France client offices.
• Oversee copying and mail distribution within designated department.
• Monitor and order general office supplies, consumables, and PPE as needed.
• Monitor and order pantry supplies as needed.
• Contact and coordinate with vendors to service or repair equipment as requested.
• Coordinate with Facilities Manager and assist with onsite EH&S activities, communications and policy enforcement.
• May perform other duties as assigned.

SKILLS, EDUCATION AND EXPERIENCE:

• Facilities/office management and building operations experience preferable
• Excellent communication, written and organizational skills
• Fluent in written and verbal English and French
• Strong ability to multi-task
• Excellent customer service skills
• Proficient in MS Word, MS Excel, Outlook.
• Ability to work independently with minimal supervision.
• Attention to detail.

WORKING CONDITIONS: Normal working conditions with the absence of disagreeable elements

NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.