The Facilities Services Assistant position is characterized as integral part of the daily operations of the facilities department as well as the agency. As the first point of contact for visitors and callers to BakerRipley, with energetic, engaging, flexibility to respond to the ever changing needs of the agency and facilities department.

Provide administrative support by juggling a busy phones system while greeting and dispatching service requests. This individual must have the ability to work well with all levels of integral management and staff, as well as outside clients and vendors.

• Greet visitors, members and guests in a pleasant, inviting manner both in person and on the telephone at the front desk.
• Ensures that phones and visitor reception coverage is maintained at all times
• Provides accurate information to callers and transfers calls to appropriate destinations
• Provides information to walk-in and call-in individuals regarding programs and services.
• Monitor and ensure that the reception area is kept tidy and projects a business-like image.
• Answers the phone at the primary reception area for the BakerRipley Central location. Ensures switchboard coverage is professional and courteous.
• Answers multi-line telephone lines and routes all calls to appropriate staff and programs accurately and in a timely manner.
• Ensures all visitors sign-in; issues proper security badges; tracks security card information.
• Maintains daily conference room calendars. Tracks utilization of conference rooms and coordinate cleanings and set-ups between meetings.
• Receives AP and payroll checks from accounting and appropriately disseminates checks; maintains inbox area.
• Maintains supplies for reception area.
• Prepare and organize monthly reports.
• Confer with customers or supervising personnel in order to address questions, problems, and requests for service or equipment.
• Assist with projects and activities as assigned by the Facilities Management team.
• Manage parking validation for the garage parking
• Back-up support for the Mailroom.
• Performs other duties as assigned
  
  

Qualifications

Skills

Required

Communication: Intermediate

Commitment: Advanced

Compassion: Expert

Brainstorming: Intermediate

Active Listening: Advanced

Acknowledging Others: Advanced

Behaviours

Required

Loyal: Shows firm and constant support to a cause

Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Dedicated: Devoted to a task or purpose with loyalty or integrity

Preferred

Enthusiastic: Shows intense and eager enjoyment and interest

Motivation

Required

Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals

Education

Required

High School

Preferred

Some college or better

Experience

Required

2 years: Excellent interpersonal skills; ability to organize and prioritize. Intermediate computer skills. (MS Office)

• Ability to type 55+ words per minute
• Ability to handle multiple tasks, meet deadlines, work under pressure and maintain confidentiality in regards to all company operations.
• Ability to operate various office equipment
  
  

2 years: Managing multiple phone lines. Experience as a receptionist in a front office environment

• Ability to handle multiple tasks, meet deadlines, work under pressure and maintain confidentiality in regards to all company operations.
• Ability to operate various office equipment
• Must be bilingual with an excellent command of English and Spanish
  
  

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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