Workplace Services Associate - Onsite Washington DC Office

NORC at the University of Chicago • Washington DC, WA

2d • $50,000 - $76,000 • Onsite

About The Position

Join the Facilities & Workplace Services department of NORC at the University of Chicago as our new Workplace Services Associate. This role will serve as one of the principal resources for Facilities & Workplace Services to NORC’s Washington, DC office. Accountable for the daily operations of our 100 person office and act as a go to person by reporting and escalating facility related issues to assigned leadership. Provides excellent customer service by performing workplace services including, but not limited to: Onsite Meeting Support, Maintaining Office Appearance, Hospitality, Mail, and Courier. Creates a welcoming and service-oriented environment by greeting/assisting all employees and clients. May perform various other support functions including invoice and purchase requisition processing. Acts as backup to Supervisor. This is an Onsite position in our Washington, DC office and requires in office presence 5 days a week. Occasional local travel may be required. DEPARTMENT: Facilities & Workplace Services The Facilities & Workplace Services team is responsible for day-to-day operations at each of NORC’s office locations. This includes real estate planning, space planning and management, emergency procedures, access control, security and key card services, construction management, travel management, mail and shipping operations, print center operations, front desk services, furniture purchasing, office maintenance, and general upkeep and cleanliness.

Requirements

• High school diploma or GED.
• At least 2 years of relevant experience providing support in an office environment, preferably in a workplace services or facilities role.
• At least 2 years of customer-facing work experience is required
• Strong knowledge of Microsoft Outlook, Word, PowerPoint, Excel and technical aptitude to learn new software as required.
• Knowledge of general office procedures, technology, and equipment.
• Advanced ability to communicate effectively (oral and written) and comfortably interact with staff at all levels
• Ability to work effectively and accurately with little direct supervision.
• Exceptional Customer Service
• Ability to work with senior staff
• Maintain confidentiality and handle sensitive and/or confidential material in a discreet manner.
• Display a professional demeanor and ability to prioritize multiple tasks.
• Strong team player willing to pitch in at any level when the need arises.
• Some physical effort required. Work requires walking, standing, bending, reaching, lifting, or carrying objects that could weigh up to 50 lbs. (e.g., papers, books, files and small parts, etc.).
• This is an Onsite position in our Washington, DC office and requires in-office presence 5 days a week. Occasional local travel may be required.
• Qualified applicants must be eligible to work in the U.S.

Nice To Haves

• Previous training experience strongly preferred

Responsibilities

• Workplace Services: Provide general support for day-to-day office operations including: maintaining office appearance, daily rounds to check flex desk workspaces, kitchens, print areas, Mother’s Room, Meditation Room, Gender Neutral Restroom, and conference rooms. This includes tidying room set-ups, light spot cleaning, stocking and refreshing inventory levels, and monthly refrigerator clean-out. Inventory office, kitchen, and workspace supplies and submit orders for approval. Supports onsite meetings and events including room configuration and checking in attendees. Confirming receipt and counts of deliveries. Occasional local errands.
• Reception: Responsible for front desk reception services of NORC's DC office, providing a high level of customer service. Welcome clients, employees and guests, checking them in according to NORC security procedures; greeting NORC employees; ensuring compliance with NORC's ID policy; distributing temporary access cards and visitor IDs as needed. Assist with Kadence bookings and/or wayfinding for workspace bookings. Act as local Kadence expert for questions, assistance and maintenance.
• Facilities & Operations: In conjunction with Supervisor, work with building engineers to coordinate work orders for maintenance and other building issues. Assists with processing of building fitness center and bike room applications. Tracks work order ticketing system, processing staff requests to ensure all are addressed and closed out in a timely manner. Completes any site reports and other paperwork on time and accurately. Assists Supervisor and Director with coding, timely tracking and upload of facilities invoices and processing purchase requisitions.
• Print & Mail Services: Coordinates mail/shipping/receiving; check mailbox in lower level, distribute incoming mail; process and distribute incoming packages; prepare FedEx, UPS, USPS outgoing items and take to corresponding drop boxes; send weekly interoffice pouch to Chicago.
• Vendor Management: Coordinates service and repair calls with vendors. Notifies supervisor of vendor arrival and notifies prior to vendor departure to confirm additional instructions.

Benefits

• Generously subsidized health insurance, effective on the first day of employment
• Dental and vision insurance
• A defined contribution retirement program, along with a separate voluntary 403(b) retirement program
• Group life insurance, long-term and short-term disability insurance
• Benefits that promote work/life balance, including generous paid time off, holidays; paid parental leave, bereavement leave, tuition assistance, and an Employee Assistance Program (EAP).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED