Facilities Assistant

hace 2 días

Bogotá, Bogotá D.E., Colombia Fortrea A tiempo completo

Job Overview:

Perform and coordinate a variety of tasks to support the company, as part of the leadership of the office service team.

Summary of Responsibilities:

  • Order office supplies for firm; perform associated administrative tasks, including coding and assembling of invoice packages for accounting. Research costs and supplies for various office items and equipment. Solicit competitive bids.
  • Ensure smooth and consistent operation of office services on a daily basis. Conduct daily/monthly/annual meetings in the office, coordinate work and schedules. Providing all the necessary support for proper development of the activity.
  • Trouble-shoot problems with office equipment and furniture. Place service calls to appropriate vendors for office equipment and office facilities. Communicate outages to staff.
  • Printers' management. Take monthly copier meter readings. Code and assemble copier invoices for accounting. Solicit copier meter readings from CA office services group.
  • Serve as reception desk. Backup office assistants in all their functions.
  • Suggest new processes, or modification of old processes, to improve Office Services' efficiency.
  • Coordinate internal staff moves and assist with minor furniture modifications and moves.
  • Maintain central files and Records, owning all associated responsibilities. Maintain the central files database, deal with requests with off-site file storage, store hard and electronic copies of all company/client contracts, proposals, and other communications, assist with audits. Work with Finance in Records Management.
  • Payments management to vendors, having a good knowledge of the company's tools for invoice and payment management. Assist with managing invoice queries as raised by Accounts payable or in communication with vendors.
  • Work with Regional Senior Facilities Manager to ensure that the Crisis Response Management Plan and Business Continuity Plan for the country are maintained.
  • Manages onboarding and offboarding processes, serving as the main contact and ensuring accurate records, coordination with internal teams, shipment of home-based equipment for new hires and return of equipment from departing employees
  • Safety and Security: Implementing and maintaining safety protocols, conducting regular inspections, and ensuring a secure environment
  • Emergency Response: Responding to facility emergencies and taking appropriate action.
  • Delivery and collection for IT equipment and mobiles. Management of inventories for mobile devices.
  • All other duties as needed or assigned.

**This is a part time position working 20 hours per work week.

Physical Demands/Work Environment:

  • Work performed in an office environment with exposure to electrical office equipment.

  • Must be able to see (distinguish colors) and hear to meet, if necessary, the job requirements.

  • Must be able to use hands to finger, handle, or touch objects, tools or controls, including a computer keyboard, for up to 6 hours per day.

  • Must be able to stand and/or bend for up to 6 hours per day.

  • Light to moderate lifting and carrying (or otherwise moves) objects with a maximum lift of 15-20 lbs.

  • Some local travel to pick-up supplies from area vendors, as required.

Learn more about our EEO & Accommodations request here.

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