Facilities Services Assistant

Facilities Services Assistant

03 Nov 2023
Minnesota, Minneapolis / st paul, 55401 Minneapolis / st paul USA

Facilities Services Assistant

TITLE: Facilities Service Assistant

Location: Minneapolis, MN

Our Client is looking for a Contract Facilities Service Assistant in the Minneapolis area.

What You'll Do:

  • Mail, Print, and Reprographics
  • Manage post and courier services to ensure timely collection and delivery, process outgoing mail and courier services procedures, using a computer to process courier mail
  • Ensure production requests are prioritized and completed in a timely manner
  • Perform document printing, binding, and finishing as requested, complete ad hoc production requests from other offices
  • Troubleshoot printer problems
  • Coordinate maintenance of production equipment including printers, binding equipment, laminator, shrink wrap, postage machines, and courier label machines
  • Oversee stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records
  • Escalate Uniflow secure print issues following defined protocols
  • Ensure compliance with Mail, Print, Reprographics Standard Operating Procedures
  • Conference/meeting room support, setup, and catering
  • Monitor to ensure housekeeping standards are maintained in meeting rooms
  • Track upcoming meeting room bookings
  • Ensure meeting rooms are set up as requested
  • Ensure technology is in working order, troubleshoot audiovisual equipment issues, and coordinate repairs as needed
  • Coordinate and reconfirm room set up and catering, liaise with the host regarding special needs (i.e., food allergies), ensure catering presentation meets requirements, appropriately refrigerate and heat food, display signage for specialty foods, discard perishable leftover food, ensure that the room is cleared ahead of the next meeting booking.
  • Ensure compliance with the Meeting Room, Catering, Conferencing Standard Operating Procedures
  • Develop and maintain strong relationships with caterers and local vendors; monitor performance and escalate questions/concerns to the Facilities Services Manager.
  • Clean/organize/stock (pantries & print/supply areas) for our 6 floors
  • Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquires
  • Assist with basic, first-level IT support
  • Help to maintain the overall cleanliness and order/organization of the office space
  • Work with the Facilities Services Manager, building management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space
  • Support space management activities, including assisting with the coordination of desk moves
  • Support maintenance of local asset inventory listings and floor plans
  • Participate in Day 1 orientation for new hires
  • Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands
  • Standard Operating Procedures
  • Other responsibilities as identified by the FSM which may include work on special projects
    Escalate questions/concerns to the Facilities Services Manager

Service Center Tasks:
  • Assist with Equipment Returns
  • Clean workstations after each CSR new hire class
  • Ensure peripheral equipment is stocked in storage room (i.e., monitors, mice, keyboards, cords)
  • Package Distribution
  • Deliver distribution - must be able to physically lift up to 50 lbs
  • Print/production duties
  • Mail assistance
  • Meeting set-up & clean-up
  • Must have proficient computer experience (i.e., Microsoft Outlook - emails & calendar, basic Word)
  • Must be professional - business casual dress attire



Skills / Experience You Will Need:
  • 4+ years of experience providing general office support in a professional office environment
    Relevant experience in printing and production
  • Solid customer service skills
  • Strong interpersonal skills and the ability to deal professionally with clients, vendors, and colleagues on the phone and in person
  • Professional demeanor and appearance
  • Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
  • Reliable and punctual
  • Strong organizational and time management skills, with demonstrated ability to multi-task and prioritize effectively
  • A strong focus on detail and accuracy of work
  • Ability to communicate effectively, both verbally and in writing, in business standard English and in local language as appropriate
  • Basic knowledge of Microsoft Office suite
  • Knowledge of AV equipment and limited technology typically used in a meeting environment
  • Heaving lifting will be required (50 lbs)
  • Occasional overtime may be required


About Infinity Consulting Solutions

At Infinity Consulting Solutions our mission is to cultivate successful long-term relationships with candidates and clients matching the right candidate with the right client. We believe technology cannot replace the real personal relationships we cultivate. We reject the notion that technology alone is the answer to staffing which is why we are successful partnerships rely on collaboration NOT automation. ICS has been providing flexible staffing solutions for over 20 years in Information Technology, Compliance, Accounting / Finance, and Corporate Support. Our staffing solutions include Contract, Temp to Perm, and Permanent Placement.

ICS is an Equal Opportunity Employer.

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