Facilities Coordinator

Job Description

About Forrest Solutions: Forrest Solutions is the nation’s first and leading onsite outsourcing and staffing firm providing enterprise-wide people solutions on an onsite outsourced, direct hire, temporary, temp-to-hire, or consulting basis in cities across the United States. We bring a deeply personal, passionate, and productive approach to business that is founded on care, trust, partnership, mutual success, and high-end service. We have created a culture that encourages people to share their ideas and perspectives and add value in many ways. We are a high-performance, fast-growing company operated in an entrepreneurial environment.

About Our Client: (Tech Firm) Our client is a New York-based digital presence platform company for multi-location brands. It enables brands to deliver consistent, accurate information to customers anywhere in the digital world from one central platform. With an amazing culture and a genuine dedication to elevating their workplace hospitality services, this is a super exciting opportunity to be apart of a rapidly growing industry.

The LEAD WORKPLACE FACILITIES ASSOCIATE will work directly with our client contacts, locally. Dues include Reception; Meeting Room Booking; Meeting Room Management; Food, Beverage & Events oversight; and Facilities Support/Space Management.

The hours are 8:30am-5:30pm Mon-Fri.

Location: Arlington, VA

Pay: $29 per hour

FACILITIES SUPPORT

• Proactively perform regular sweeps of office floors and audit/grade floors based on established best-in-class standards

• All staff will be trained to provide “eyes and ears” support for maintenance needs

• Perform local general maintenance, refurbishment, and improvement projects such as Light moving of boxes and light office moves including furniture, chairs, tables, etc. » Minor repairs, replacing chair armrests, etc.

• Prioritize projects and maintenance issues to ensure work gets resourced and completed in a timely and successful manner

• Respond to facility needs such as lighting, carpet spills, breakdowns, and office moves.

• Develop ongoing relationships with building management, building engineers, and service providers (ranging from general contractors to furniture vendors to pest control)

• Manage building equipment/systems maintenance schedules

• Respond to and troubleshoot urgent maintenance calls

• Oversee the work of maintenance workers and cleaning crews to ensure performance is up to standards

RECEPTION

• Greet guests and employees in a warm and courteous manner, in person or on the telephone; answering or referring inquiries with an elevated hospitality-focused demeanor

• Establish standardized scripting for all calls and in-person interactions to ensure a professional, consistent experience

• Attend to guests’ personal belongings, such as coats & luggage

• Direct or escort guests and vendors to conference rooms

• Assist guests with accessing the guest Wi-Fi.

• Ensure the reception area is always neat and clean

MEETING ROOM BOOKING

• Assists with creating new meeting room reservations as requested while providing an outstanding customer service experience

• Review and manage meeting lists for each day

• Determine the logistical goals of each meeting by consulting with the meeting host

• Handle meeting room prep work, including setting up spaces (configurations) for meetings, confirming bookings, obtaining guest lists, verifying catering details, managing logistics associated with special event spaces

• Optimize meeting room spaces, making sure booked spaces are used and allocated appropriately

MEETING ROOM MANAGEMENT

• "Owns" the floor, performing regular floor walks to ensure optimal conditions are maintained

• Maintain visible support on the floors for guests and visitors, focused on connecting them with the right people/resources to get what they need and responding to ad hoc questions

• Optimize and prepare meeting rooms prior to each meeting, utilizing checklists to ensure each area of the room is properly set up and stocked and that any special requests are handled

• Communicate to certain relevant internal departments, vendors, and building management regarding the specific needs of the reservation, including room setup, audiovisual, food and beverage requirements, Certificates of Insurance, etc.

• Support VIP and client meetings with meeting supplies, catering requests, and room setup. Assist with the following duties: registration, name tags, handout, pads and pens, a bottle of water, guest Wi-Fi, etc.

• Provide real-time support for meetings, checking in with meeting organizers before meetings begin and providing a floor-based point of contact for additional support

FOOD, BEVERAGE & EVENTS

• Ensure all requirements and necessities regarding food and beverages are met for office events

• Manage catering orders: timing, delivery, set up, breakdown, etc.

• Provide inventory management and handle ordering of all food and beverages both on the floor and

• within the pantry area

Perks/Benefits

Free Lunch

Great Office Culture

Modern Office Space

Full Benefits Package - Medical, Dental, Vision, 401K, Commuter Benefits

Skills, Abilities and Key Strengths:

2+ years of related experience.

Proficiency with Microsoft Office Suite and familiarity with Outlook (or other email system). Knowledge of MS Teams.

Strong organizational skills and attention to detail. Able to work independently and to very high standards of accuracy and efficiency.

Must be able to prioritize competing work demands and multi-task.

Strong team player – reliable, flexible, helpful and willing to work outside regular hours as needed.

Excellent interpersonal and client service skills and a positive ‘can-do’ approach.

Ability to effectively work and liaise confidently and competently with all levels of staff within the firm.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.Company Description

Forrest Solutions has been a privately owned company for 47 years. We are a people power solutions company focusing on onsite outsourcing and temporary and project staffing nationwide. Our prestigious client list consists of Fortune 500 corporations and top 100 AM Law firms.