Facilities Associate

Williams Lea, by RRD is a global business support services company with a strong legacy-over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world-especially within legal, financial, and professional services industries.

We're a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it's supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we're the behind-the-scenes team making everything run smoothly.

Pay: $22.00/hr

Williams Lea is hiring for Facilities Associate for our New York office to work Monday to Friday 9:00 am to 6:00 pm

The Facilities Associate is a member of the Williams Lea team delivering exceptional customer service at our client. Responsibilities include facilities, hospitality and receptionist and other general office duties as needed.

Job duties

(* denotes an "essential function")

• *Provide expertise to co-workers through indirect supervision and/or guidance as required

• *Assign tasks to team members and monitor through completion

• *Prioritize and monitor workflow

• Set up and break down office meetings and events

• Perform office and workstation moves

• Assist in process improvement ideas

• *Train new employees on policies and procedures

• *Work with external vendors and other client departments as needed to coordinate work

• *Communicate with client on project or deadline issues

• *Process incoming client project requests

• Monitor office supply inventory levels and weekly inventories

• *Coordinate projects with Building Engineers to address office issues

• Monitor office event schedule and room set ups

• Maintain effective relationships with vendors

• Fill in at Facilities and Hospitality, as necessary

• *Monitor areas of responsibility activities and insure quality customer service experience

• *Monitor daily reporting activities for accuracy and detail

• Troubleshoot basic equipment problems, placing service calls when needed

• Handle sensitive and/or confidential documents and information

• Utilize appropriate logs for all work

• *Facilitate communication with supervisor/manager

• Use equipment and supplies in a cost efficient manner

• *Respond to calls and emails in a timely manner

• High School diploma or equivalent

• Minimum of 2 years' experience working in legal, banking, or large corporate environment in facilities, property management, building operations, hospitality

• knowledge of facilities, hospitality and/or reception, with the ability to recommend options to clients

• Intermediate knowledge of power tools, hand tools and/or machinery

• Ability to assemble small furniture items and hang frames on the wall (e.g. diplomas, pictures ) as needed

• Knowledge of audio/visual equipment helpful

• Ability to manage relationships with external vendors

• Must be able to successfully navigate thru Microsoft Office applications, Outlook, Adobe PDF files

• Proficient computer skills

• Knowledge of web-based job submission tools (e.g., Engage) preferred

• Ability to effectively troubleshoot issues that arise

• Maintain professional demeanor and appearance at all times

• Demonstrate social awareness and the ability to exhibit professionalism

• Ability to handle sensitive and/or confidential documents and information

• Good problem solving skills, with the ability and understanding of when to escalate a problem to a supervisory level

• Ability to check the work of other team members to insure quality of services being provided

• Ability to make independent decisions that conform to business needs and policy

• Ability to work in a fast-paced team environment

• Attention to detail with emphasis on accuracy and quality

• Ability to prioritize work to balance multiple projects and deadlines

• Ability to meet deadlines and complete projects timely in an environment with changing priorities

• Excellent verbal and written communication skills

• Exceptional customer service skills

• Must be able to communicate and interact effectively with multi-functional and diverse backgrounds

• Ability to lift up to 40 lbs. on a regular basis

• Ability to research and seek information when needed

• Proven ability to identify process improvements

• Ability to work overtime as needed

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.

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All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer, including disability/veterans