Facilities Associate

RR Donnelley•Columbus, OH

6d•$19 - $27•Onsite

About The Position

The Facilities Specialist of Facilities & Physical Security will be responsible for all office, facility, and maintenance-related needs and issues, as well as managing the administrative front of the offices. This role requires an on-site, daily point of contact for all Williams Lea managers, guests, and building owner representatives, with an imperative presence in the Columbus office 5 days a week. The position involves coordinating conference room setups, managing vendor relationships for deliveries and services, and ensuring the cleanliness and stocking of kitchen and pantry areas. Responsibilities also include maintaining inventory of office and catering supplies, coordinating with food merchants, and managing reporting for office supplies, facilities requests, energy usage, and budget spending. The role ensures buildings are maintained through cleaning schedules, repairs, renovations, waste reduction, and safety inspections. It also involves liaising with building owners for facility needs and overseeing health and safety policies. Additionally, the Facilities Associate distributes parking passes and building access cards, monitors building security, and is available after-hours for security issues and employee overtime requests. The role manages the reception desk, optimizes shipping and receiving processes, and oversees the procurement of office supplies. A key aspect is assisting with Business Continuity Planning (BCP) and implementation from a Facilities and logistics perspective, including BCP testing and changes. The position also coordinates Corporate Social Responsibility events and works closely with IT to physically secure information, computer, network, and processing systems. This includes assisting with investigations involving security of corporate information, interfacing with law enforcement, and ensuring facilities adhere to corporate security policies. The role involves working with management and technical employees to identify and fix major technical problems such as security breaches, business continuity, or building outages, and assists in the deployment and upgrade of security-related hardware and software. Finally, it manages and executes security-related functions like monitoring systems, responding to alerts, setting up access controls, and auditing systems, as well as managing the day-to-day operations related to physical and fire security.

Requirements

3 - 5 or more years of direct onsite customer service, Office Management, or receptionist experience required
Able to make independent decisions that conform to business needs and policy.
Knowledge of security environments including building security and defense solutions
Excellent communication skills; written and verbal
Excellent interpersonal skills and customer service skills
Highly organized with good attention to detail
Experience in organizing security and general administrative services
Proficient in the Microsoft Suite, - Word, Excel, PowerPoint, and SharePoint
Knowledge of ProWatch Badging System
Knowledge of Honeywell Camera Systems
Must be able to lift up to 50 lbs. on a regular basis.

Nice To Haves

Associate’s degree in related field preferred, but work experience may substitute for education
Experience managing building maintenance activities preferred
Experience coordinating cleaning and catering services

Responsibilities

On-site, daily point of contact for all Williams Lea managers, guest and building owner representatives.
Check the conference room and meeting schedule throughout shift and make note of any changes to ensure meetings are set up accurately.
Coordinate with all vendors on deliveries and services including shipped deliveries to the freight area of the building and catering within the buildings freight and delivery instructions.
Coordination of conference rooms according to internal or external needs, including audio/visual equipment, food, beverages, utensils, ice, etc.
Clean up conference rooms after use and return property to vendors if necessary.
Clean up coffee makers Pantry in each kitchen in the evening. Throughout the day
Daily stocking of the Kitchen area and throughout the day.
Clear and Communicate with Manager on meeting request concerns or deadline issues.
Maintain inventory of office and catering supplies and order supplies as needed.
Place orders for food and beverages for use during meetings
Coordinate and act as liaison with personnel, food merchants, selected contact and outside vendor(s) to ensure the pricing is competitive.
Suggest appropriate vendor selection and management associated with department services and/or products.
Maintain reporting for office supplies, facilities requests, yearly energy usage, track department budget spending etc.
Adhere to Williams Lea policies in addition to client site policies.
Oversee the maintenance of equipment and supplies for the offices
Ensure the buildings are maintained, which entails daily and weekly cleaning schedules as well as scheduling repairs, renovation projects, waste reduction improvements and safety inspections.
Liaise with building owners for all facility related needs, including electrician, carpenter, plumber, HVAC, office cleaners, etc. depending on project or issue.
Has overall responsibility for health and safety policies being implemented at a local level
Oversee distribution of parking passes
Oversee distribution of building access cards and monitors building security across office
Is available after-hours for building security issues and employee overtime requests
Oversee and manage reception desk, including optimizing processes for shipping and receiving, conference room coordination, and client-focused event management
Manage the procurement of supplies for offices, including consumables, coffee, etc. Use multiple vendors to ensure best prices are received
Ensure cleaning, upkeep and safety standards are maintained
Assist with the BCP (Business Continuity planning) and implementation from a Facilities and logistics POV. Maintain and update the BCP periodically and be the lead for all testing and changes.
Coordinate Corporate Social Responsibility events for Williams Lea as applicable to the facilities Security
Work closely with IT functions to physically secure information, computer, network, and processing systems.
Assist with investigations where applicable involving the security of corporate information and the interface with law enforcement when required.
Ensure that facilities, premises, and equipment adhere to corporate security policies and procedures.
Work with both management and technical employees to identify and fix major technical problems such as a security breach, business continuity, or building outage. Assists in the deployment and upgrade of security-related hardware and software.
Manage and execute security-related functions such as monitoring systems, responding to alerts, setting up access controls and auditing systems.
Manage the day-to-day operations related to physical and fire security.