Front Desk and Facilities Assistant

Developmental Disabilities Resource Board of St. Charles County•Saint Charles, MO

4d•Onsite

About The Position

The Front Desk and Facilities Assistant is responsible for managing the front desk (including greeting visitors, answering the main phone line, and processing mail) as well as overseeing the daily operations of the DDRB’s facilities, ensuring a safe working environment, and managing purchasing activities.

Requirements

High school diploma or equivalent required.
Two to three years in business administration, facilities management or a related field.
Proficiency in Microsoft office highly preferred.
Excellent negotiation skills.
Apply common sense to carry out instructions furnished in written or oral form.
Ability to communicate in a clear and effective manner.
Contributes to the organization’s mission and values by working effectively with individuals of diverse backgrounds.
Ability to solve problems.

Responsibilities

Greet all guests and service workers entering the building and direct to appropriate staff.
Answer and direct all incoming calls: respond to inquiries, determine needs and direct to appropriate department on a daily basis, including managing the meeting space as needed for customers and staff.
Open, date stamp and distribute all mail, faxes, and other correspondence on a daily basis.
Meter all mail on a daily basis. Refill postage account and order supplies for the postage.
Understand basic use of copier and printers including maintenance, trouble shooting and restocking paper as needed.
Oversee the maintenance and upkeep of the DDRB’s physical offices, grounds and owned homes. Ensure that the physical office is clean, safe, and maintained according to company policy and procedures.
Seek out and obtains contractors for facility management (building/and grounds, custodial functions, plumbing, electrical services/HVAC, etc.).
Manage and review service contracts, in conjunction with the Finance and Operations Assistant Director.
Recommend maintenance, mechanical, electrical, and facility design modifications.
Oversee and supervise the quality of work of vendor services to ensure that all tasks are performed correctly, efficiently, and effectively. Checks completed work by vendors and contractors.
Ensure compliance with local building codes and regulations.
Conduct and document regular facilities inspections.
Manage room reservations for outside parties/elections.
Coordinate room set up and break down for meetings as needed.
Assist the chair of the DDRB Safety Committee as required.
Assist the Finance and Operations Assistant Director to develop and implement security and emergency preparedness procedures.
Ensure access to the building is secure, including installation/maintenance of locks and access control systems, monitoring access of who enters and exits through the doors using security cameras and/or other means, regularly inspecting doors and their locking mechanisms to ensure they are in good working order and responding to security breaches.
Conduct regular safety inspections and audits.
Communicate workplace safety precautions to employees.
Recommend safety/security related improvements.
Perform and evaluate employee ergonomic surveys annually.
Order office supplies and other work related items as requested.
Manage office supply inventory.
Manage and tracks expenditures related to office supplies, safety, and facility expenses.
Remain flexible and comply with revisions and/or changes as needed.
Must physically work in the office on a regular basis for in-person interaction with stakeholders, clients, and co-workers unless otherwise authorized by the employee’s supervisor.
Maintain and ensure the correct operation of the United States flag (i.e., raise/lower when appropriate).