Answer incoming calls and check-in visitors to the office:
Add visitor to building security list using online tools
Issue and track visitor badges
Issue and log visitor parking vouchers
Schedule taxi pick up and issue vouchers
Set-up office/workstation space for new hires and transfers. Coordinate moves. Keep seating floor plan updated
Maintain and distribute pantry, copy room, equipment, and office supplies inventories
Distribute mail, send and receive Fed EX and UPS packages; maintain a log book of all FedEx and UPS packages
Coordinate interoffice/USPS/FedEx pick-ups and delivery. Occasionally requires lifting/moving boxes
Coordinate emergency procedures (fire drills, evacuations) with residents and corporate Security
Work with landlord to ensure normal and emergency building services are provided, including maintenance, HVAC, power, and repairs as needed
Prepares spreadsheets, PowerPoint presentations and other special, recurrent or one-time reports, summaries, or replies to inquiries as requested; selecting relevant information from a variety of sources such as reports, documents, correspondence, computer system or other offices
Maintain electronic and hard-copy document filing system, and search/retrieve documents as needed, in some cases with limited information
Maintain Recall off site record management files and ensures pick-up/retrievals are scheduled accordingly
Address/coordinate facilities-related tasks, office maintenance, and office aesthetics
Work with Corporate IT to troubleshoot network/server/phone issues and issue deliver laptops to new members
Order all office supplies and equipment – may require pick-up/delivery to local stores/vendors as needed
Ensure all office equipment is running efficiently, including phones, printers and copiers and work with our external vendor to manage IT needs
Coordinate service from office support vendors for kitchen cleaning, coffee service, shredding, copier/printer service, locksmith, vending machines, trash pick-up, recycling pick-up, etc.
Conduct contractor administration
Contact vendors, get quotes and facilitate contracts
Manage and coordinate service from all local vendor relationships as they relate to the office including: housekeeping, pantry/vending, office supplies, trades (HVAC, electricians, carpenters, painters, etc.), office machines (sales and service)
Coordinate phone and network connection work orders with CGI Information Technology
Support on-site internal and client meetings in conference rooms
Provide support to conference rooms such as ensuring rooms are appropriately outfitted, managing schedule conflicts, ensuring A/V equipment is functioning properly
Special projects (i.e. asset inventory) and other administrative support as needed.
Local expert on building access control policies and procedures, as well as CGI systems. Ensure compliance with CGI security standards
Supervise card administration for location and request all new member badges and Zone Authority signatures. Provide logs monthly or demand and participate in Audits
Responsible for key management, building passes, resources to secure ICE and other equipment/assets, and have a solid knowledge of security resources available (CGI, building security and police)
Ensure a comprehensive Fire/Life Safety Program is in place, adequately staffed and that staff is appropriately trained. The Facilities lead must make sure that related resources are serviceable and in good working order
Coordinate emergency procedures (fire drills, evacuations) with residents and corporate Security
Work with landlord to ensure normal and emergency building services are provided, including maintenance, HVAC, power, and repairs as needed
Additionally, you will be responsible for a wide variety of support and administrative related tasks. Duties will include:
Supporting administrative activities for our leadership team
Support for Records Management
Assist in event coordination, as needed
Assist in other ad hoc administrative tasks as requested