Office & Facilities Assistant - 1O1K036

A leading Architecture & Design house that works in niche design areas with a selective global clientele. They have been in business for over 50 years and have won many prestigious awards including the National AIA Architecture Firm Award. They have also been named in the Top Ten Most Innovative Companies in Architecture by Fast Company for two years in a row. The firm’s diverse project profile includes Custom Residential, Multi-Family Housing, Commercial, Museums, Cultural spaces, and Hospitality.

We are seeking a Office & Facilities Assistant to join and support the overall office and administrative team.

Position Description:
The Office & Facilities Assistant is responsible for a range of administrative and operational duties that support the daily functioning of the firm within a 6-story building with 350+ Seattle-based employees.  Typical tasks include resolving and responding to office-related requests or issues and general maintenance of the office common areas.  

Primary Responsibilities:​​​​

Office (60%):

• Ensure setup of new hire workstations for their first day.
• Coordinate catering services for meetings, office meals, snacks, and beverages, ensuring accurate and timely delivery.
• Manage the complete document storage and retrieval cycle, including maintaining a tracker and executing requests.
• Arrange and drive an office car or rental truck, as required.
• Perform basic maintenance tasks on printers and plotters, such as changing toners and loading paper.
• Coordinate the maintenance of office equipment, appliances, and the office car.
• Shared responsibilities among Office Assistants include:
• Maintaining cleanliness and organization in all common spaces of the office, including supply rooms and multiple meeting rooms.
• Regularly cleaning and maintaining five office kitchens, including doing dishes.
• Monitoring inventory levels of kitchen and office supplies and placing reorders when necessary.
• Providing support for office events and celebrations, including arranging decorations, coordinating events, and managing food service.
• Occasionally covering the reception desk to greet visitors, manage incoming calls, and maintain a professional and welcoming reception area.

Facilities (40%):

• Responsible for daily tasks including equipment installation and responding to requests. Also responsible for performing minor maintenance tasks.
• Utilize both power tools and hand tools when necessary to assemble and install office equipment such as keyboard trays and shelving.
• Act as a liaison with building engineers to handle office facilities issues related to building maintenance and janitorial services.
• In collaboration with internal and external stakeholders, coordinate various company events on an ad-hoc, weekly, monthly, and semiannual basis.
• Serve as a member of the office Safety Committee, acting as a floor warden to identify and resolve safety issues in order to maintain a safe and prepared work environment. This includes protecting the well-being of employees and visitors, as well as minimizing the impact of emergencies on business operations.

Requirements

Education/Skills/Experience:

• Minimum 2 years of office experience is required.
• Candidate must have a valid driver’s license and a good driving record.
• Strong organizational skills and attention to detail are necessary.
• Adaptable self-starter who can prioritize and complete multiple projects and tasks with little guidance in a creative and dynamic environment
• Ability to effectively manage time and handle competing demands is essential.
• Excellent interpersonal skills, including the ability to communicate effectively with internal and external vendors and clients at all levels.
• Basic knowledge of and experience in using power and hand tools is expected.
• Ability to lift and carry objects weighing up to 50 lbs is needed for tasks such as moving boxes, office equipment, or supplies.

Benefits

At the time of posting this job, the hiring range for this position in Seattle is $25/hour.  Final salary decisions are made based upon the extent and relatedness of the candidate’s education and experience and considering internal equity and external market factors.