Key Responsibilities and Required Skills for Facilities Assistant

🎯 Role Definition

Are you a proactive problem-solver with a passion for creating an exceptional physical work environment? This role requires a dedicated and resourceful Facilities Assistant to join our team. In this pivotal role, you will be the backbone of our daily operations, ensuring our office is not just a place to work, but a safe, functional, and thriving community space. As the first point of contact for all facilities-related matters, you will directly impact employee experience and productivity. This is an excellent opportunity for a hands-on individual looking to grow their career in the dynamic field of facilities and workplace management.

📈 Career Progression

Typical Career Path

Entry Point From:

Office Assistant / Administrator
Receptionist / Front Desk Coordinator
Maintenance Technician or Helper

Advancement To:

Facilities Coordinator
Senior Facilities Assistant / Workplace Lead
Facilities Manager

Lateral Moves:

Office Manager
Health and Safety Coordinator
Procurement Specialist

Core Responsibilities

Primary Functions

Daily Operations & Inspections: Conduct comprehensive daily walkthroughs of the entire facility to proactively identify, document, and address maintenance, safety, and cleanliness issues in all common areas, meeting rooms, and office spaces.
Service Request Management: Act as the central point of contact for all internal facility-related inquiries, service requests, and maintenance tickets, ensuring timely acknowledgment, resolution, and communication with employees.
Vendor Coordination: Schedule, oversee, and coordinate with external service vendors for routine maintenance and emergency repairs, including HVAC, plumbing, electrical, and janitorial services, ensuring quality work and minimal disruption.
Supply & Inventory Management: Diligently manage and maintain a complete inventory of office supplies, kitchen provisions, and janitorial products, placing orders strategically to prevent shortages and control costs.
Meeting & Event Support: Expertly manage the setup and breakdown of conference rooms and event spaces for meetings, training sessions, and company functions, including furniture arrangement and AV equipment checks.
Mail & Logistics: Efficiently receive, sort, and distribute all incoming mail and packages; manage outgoing shipments and coordinate courier services to ensure reliable and timely delivery.
Minor Maintenance: Perform a variety of hands-on minor repairs and maintenance tasks, such as changing light bulbs, assembling office furniture, mounting whiteboards, and performing minor paint touch-ups.
Office Moves & Reconfigurations: Actively support office moves, additions, and changes (MAC), including coordinating furniture relocation, setting up new workstations, and updating seating charts.
Record Keeping & Reporting: Maintain accurate and organized records of maintenance activities, vendor contracts, safety inspections, and facility-related expenses using our Computerized Maintenance Management System (CMMS).
Health & Safety Compliance: Assist the Facilities Manager in implementing and enforcing health and safety protocols (in line with OSHA standards) and emergency response procedures to ensure a secure workplace for all.
Safety Equipment Maintenance: Conduct regular, documented inspections of all life-safety equipment, including fire extinguishers, first aid kits, AEDs, and emergency lighting systems, to ensure they are functional and compliant.
Access Control Management: Manage the physical security and access control system, including the creation, programming, and deactivation of key cards and access badges for employees, visitors, and contractors.
Workplace Experience: Ensure the facility's common areas, including lobbies, kitchens, and restrooms, are consistently clean, organized, well-stocked, and present a professional and welcoming atmosphere.
New Hire Onboarding: Support the employee onboarding process by preparing and equipping new hire workstations, providing a facility orientation tour, and issuing necessary access credentials.

Secondary Functions

Vendor & Landlord Relations: Serve as a key liaison with building management, property services, and third-party service providers, fostering positive relationships to ensure contract compliance and quality of service.
Budgetary Support: Assist in the preparation of operational budgets for facility services and supplies, and meticulously track departmental spending against approved amounts to identify potential cost savings.
Space Planning Assistance: Support space planning initiatives by maintaining updated floor plans and seating charts, and providing input on workspace optimization.
IT & AV Coordination: Collaborate with the IT department for the setup of audiovisual equipment and the resolution of technical issues in meeting rooms to ensure seamless presentations and video conferences.
Sustainability Initiatives: Actively participate in and champion corporate sustainability initiatives, such as waste reduction, composting, and recycling programs, to minimize our environmental footprint.
Cross-functional Support: Provide backup reception coverage as needed, greeting visitors and directing them appropriately, and offer general administrative support to other operational teams during peak periods.
Emergency Preparedness: Participate in the planning and execution of emergency drills, including fire and earthquake drills, and act as a key member of the emergency response team.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Office Suite: Proficiency in Word, Excel, and Outlook for communication, tracking, and reporting.
Facilities Management Software (CMMS): Experience using a Computerized Maintenance Management System (e.g., FMX, UpKeep, ServiceChannel) for ticketing and asset tracking.
Basic Maintenance & Repair: Practical, hands-on ability to perform minor repairs involving basic plumbing, electrical, and carpentry (e.g., furniture assembly, hanging items).
Inventory & Procurement: Skill in managing stock levels, sourcing supplies, and processing purchase orders.
Health & Safety Knowledge: Foundational understanding of workplace health and safety regulations, including OSHA standards.
Vendor Management: Ability to coordinate with and oversee the work of third-party contractors and service providers.
Physical Stamina: Capability to lift and move items up to 50 pounds and perform tasks that require standing, bending, and walking for extended periods.

Soft Skills

Proactive Problem-Solving: An innate ability to anticipate needs, identify potential issues before they arise, and develop practical solutions independently.
Exceptional Communication: Clear, professional, and friendly verbal and written communication skills for interacting with employees, vendors, and management.
Time Management & Prioritization: Superior organizational skills with a proven ability to manage multiple competing priorities in a fast-paced environment.
Attention to Detail: A meticulous and thorough approach to all tasks, from inspecting a room to maintaining records.
Customer Service Orientation: A strong desire to help others and create a positive, supportive workplace experience for all colleagues.
Adaptability & Flexibility: The ability to pivot quickly in response to urgent requests and changing business needs with a positive attitude.
Teamwork & Collaboration: A collaborative spirit and the ability to work effectively with cross-functional teams, including IT, HR, and Administration.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate’s or Bachelor's degree.
Technical certifications in a skilled trade or facilities management.

Relevant Fields of Study:

Facilities Management
Business Administration
Hospitality Management

Experience Requirements

Typical Experience Range:

2-4 years of relevant experience in a facilities, office management, or maintenance role.

Preferred:

Experience in a fast-paced corporate office, tech, or biotech environment.
Direct, hands-on experience with minor repairs and building maintenance.