at DivIHN Integration, Inc in Hoffman Estates, Illinois, United States
Job Description
For further inquiries regarding the following opportunity, please contact one of our Talent Specialists Varsha | 630-847-0953 Samreen | 224-303-4454 Title: Workplace Assistant Location: Bolingbrook, IL Duration: 5 Months Description:
GENERAL SUMMARY & SCOPE
The Workplace Experience Assistant provides workplace services to increase productivity and organizational effectiveness for our corporate office supporting our corporate facilities team. This role is at the forefront of delivering a positive office experience and performs a wide variety of clerical and administrative duties, mail, and stock room responsibilities, in addition to facility maintenance and operational support. WHAT YOU’LL BE DOING
- Liaise with vendors, building managers, and landlords as needed.
- Space planning and occupancy data analysis
- Provide coordination and support for delivery of all workplace services.
- Maintain awareness of the workspace and submit janitorial and maintenance work orders as needed, communicating with appropriate partners to address issues.
- Maintain and coordinate the cleanliness and safety of assigned buildings and area, kitchen, equipment, etc. and perform daily rounds of the building, reporting and escalating issues to your lead and team members as appropriate.
- Assist with conference room set up and clean up, including monitoring the conference room schedule and providing meeting support.
- Process all incoming and outgoing US Mail, FedEx, UPS, and internal mail. Operate automated mailing and shipping equipment.
- Stock, organize and maintain office and pantry supplies for the Tallgrass facility.
- Assist with special projects as needed and directed by the Facilities Manager.
- Monitors the Corporate Facilities email regularly.
- Responds to customer requests and complaints professionally and promptly with accurate and thorough information according to the specific request.
- Troubleshoot issues with workstations, furniture and equipment and light furniture assembly: cabinets, shelving, etc.
- Utilizes and maintains integrity of databases and supports data entry of required reports and other digital tools associated with service delivery, as requested.
- Follows security and emergency procedures as defined by the property, and responds to emergency situations in a calm, efficient manner. Summons appropriate assistance as necessary.
- Maintain records of vendor proof of insurance and contractual documentation in place.
- Share resources, knowledge, and practices with teammates to improve the office.
- Coordinate all in-office events for employees
- Identify areas of process improvement and create action plans.
- Maintain workplace experience master documents, spreadsheets, calendars, and floorplans.
- Perform other duties and special projects as requested.
- Ability to comprehend and interpret instructions, short correspondence and memos and ask clarifying questions to ensure understanding.
- Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisors.
PREFERRED QUALIFICATIONS
- Minimum of 2 years’ experience in office services, hospitality, workplace programs, space or floor planning analysis, facilities, and/or site management experience for a large company.
- Intermediate skills with Microsoft Office.
WORKING CONDITIONS
- Normal office demands.
- Physical ability to assist with warehouse operations.
- On a regular basis requires the ability to walk, reach with hands and arms, stand for a minimum of 6-8 hours, and able to lift 50 lbs.
- On a frequent basis, requires the ability to stoop, kneel and crouch. On an occasional basis, requires the ability to climb a ladder and balance.
