Facilities and Hospitality Associate

RR Donnelley•New York, NY

2d•$23 - $24•Onsite

About The Position

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey. This role involves performing regular inspections of client spaces, responding to employee facility-related requests, coordinating with building management and vendors for various services, supporting emergency evacuation plans, managing building access, coordinating moves and furniture changes, and assisting with administrative projects. The associate will also be responsible for maintaining positive relationships with vendors and ensuring quality customer service within their areas of responsibility. Key functions include troubleshooting equipment, handling confidential information, and performing office services such as reprographics and mail functions.

Requirements

Minimum of 1 year of work experience in the area field of facilities, property management or building operations
High School diploma or GED required
Strong written and verbal skills
Proven customer service skillset
Experience with Microsoft Office (Word, PowerPoint and Excel), including Outlook email and calendar
Experience in navigating a high-profile, high-paced environment
Ability to problem solve, rationalize and mitigate/manage obstacles presented
Self starter, task-oriented leader
Ability to work overtime as needed
Ability to handle sensitive and/or confidential information
Proven ability to multi-task, meet deadlines and complete projects in a timely manner
Demonstrate initiative and proactive thinking
Ability to work well with others in a team atmosphere

Responsibilities

Perform regular inspections of the client space (doors, furniture and fixtures) and escalate to relevant vendors for resolution
Respond to employee facility related requests – temperature, parking, etc.
Coordinate with Building Management on any issues relating to janitorial services, security, parking, etc.
Support emergency evacuation plans/fire drills
Interact with vendors for vending machines, coffee service, Life Safety Equipment, day porter, and other facility related services
Obtain working knowledge on thermostats, HVAC controls, Fire Controls, Security alarm system
Coordinate minor moves
Coordinate furniture orders/minor furniture changes
Manage building access/badges and internal keys
Coordinate onboarding and offboarding of client staff
Assist Account Manager/Facilities Manager with overall maintenance of offices and ad hoc/special administrative projects in support of client initiatives
Work with manager to update Site Procedures Manual
Set tone for the environment by maintaining a positive personality, sense of urgency, independent thinking, self starting and high-spirited “can-do” disposition
Provide expertise to co-workers through indirect supervision and/or guidance as required
Prioritize and monitor workflow as it relates to hospitality, reception, and facilities.
Will be responsible for the 13th /21st floor
Assist in process improvement ideas
Train new employees on policies and procedures
Work with external vendors and other client departments as needed to coordinate work
Communicate with client on project or deadline issues
Process incoming client project requests
Monitor office supply inventory levels and weekly inventories
Coordinate projects with Building Engineers to address office issue
Monitor office event schedule and room set ups
Maintain effective relationships with vendor
Monitor areas of responsibility activities and insure quality customer service experience
Monitor daily reporting activities for accuracy and detail
Troubleshoot basic equipment problems, placing service calls when needed
Handle sensitive and/or confidential documents and information
Utilize appropriate logs for all work
Facilitate communication with supervisor/manager
Use equipment and supplies in a cost efficient manner
Respond to calls and emails in a timely manner
Perform work in office services, primarily reprographics, mail and intake functions
Meet contracted deadlines for accepting, completing, and delivering all work.
Troubleshoot basic equipment problems according to established procedures.
Performs Quality Assurance on own and work of others.
Load machines with various paper, toner, supplies.
Answer telephone, emails, and place service calls when needed.
Be able to lift up to 50 lbs. on a regular basis.