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    Administrative Assistant - Pittsburgh, United States - ACL Digital

    ACL Digital
    ACL Digital Pittsburgh, United States

    11 hours ago

    Default job background
    Description

    Facilities Services Assistant I

    Pittsburgh PA 15222

    6 Months contract

    Interview Process :

    one or 2 interview process ( onsite followed by virtual )

    Note:

    Monday to Friday; 8am-5pm are the standard hours

    100% On-Site.

    Easy to access via public transportation

    This position may be extended and could become permanent (no guarantee)

    Job details:

    Facilities Services Assistant

    Based on the needs of the office, the scope of responsibilities outlined below will vary

    THE ROLE

    Service Center:


    • Assist with equipment returns.


    • Set up new hire workstation with laptop and equipment.


    • Clean workstations after each CSR new hire class


    • Ensure peripheral equipment is stocked in storage room (i.e., monitors, mice, keyboards, cords)

    Facilities Services support


    • Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquiries.


    • Assist with basic, first-level IT support.


    • Help to maintain the overall cleanliness and order/organization of the office space.


    • Work with the Facilities Services Manager, building management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space.


    • Support space management activities, including assisting with the coordination of desk moves.


    • Support maintenance of local asset inventory listings and floor plans


    • Participate in Day 1 orientation for new hires.


    • Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures


    • Other responsibilities as identified by the FSM which may include work on special projects.


    • Escalate questions/concerns to the Facilities Services Manager

    Conference/meeting room support, setup, and catering


    • Monitor to ensure housekeeping standards are maintained in meeting rooms.


    • Track upcoming meeting room bookings.


    • Ensure meeting rooms are set-up as requested.


    • Ensure technology is in working order, troubleshoot audio visual equipment issues, coordinate repairs as needed.


    • Coordinate and reconfirm room set up and catering, liaise with host regarding special needs (i.e., food allergies), ensure catering presentation meets requirements, appropriately refrigerate and heat food, display signage for specialty foods, discard perishable leftover food, ensure that the room is cleared ahead of the next meeting booking.


    • Ensure compliance with the Meeting Room, Catering, Conferencing Standard Operating Procedures


    • Develop and maintain strong relationships with caterers and local vendors; monitor performance and escalate questions/concerns to the Facilities Services Manager.

    Print


    • Mail, Print


    • Manage post and courier services to ensure timely collection and delivery, process outgoing mail and courier services procedures, using a computer to process courier mail


    • Assist colleagues with using Production Central


    • Troubleshoot printer problems.


    • Coordinate maintenance of production equipment including printers, binding equipment, laminator, shrink wrap, postage machines, and courier label machines.


    • Oversee stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records.


    • Escalate Uniflow secure print issues following defined protocols.


    • Ensure compliance with Mail, Print, Reprographics Standard Operating Procedures


    • Back up to reception when needed.

    THE REQUIREMENTS


    • 4+ years of experience providing general office support in a professional office environment.


    • Relevant experience in printing and production


    • Solid customer service skills


    • Strong interpersonal skills and the ability to deal professionally with clients, vendors, and colleagues on the phone and in person.


    • Professional demeanor and appearance (business casual dress attire)


    • Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency.


    • Reliable and punctual


    • Strong organizational and time management skills, with demonstrated ability to multi-task and prioritize effectively.


    • A strong focus on detail and accuracy of work


    • Ability to communicate effectively, both verbally and in writing, in business standard English and in local language as appropriate


    • Basic knowledge of Microsoft Office suite


    • Knowledge of AV equipment and limited technology typically used in a meeting environment.


    • Heaving lifting will be required (25 lbs.)


    • Occasional overtime may be required.

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