Office Coordinator Administrative Assistant

Job Description

TEKsystems is seeking a Facilities Coordinator to join a large multinational technology company in Chicago, IL.

We are seeking a motivated, collaborative professional to join our team with an extraordinary customer service focus. In this role, it is important to be a standout colleague who enjoys pursuing any small tasks or projects to support the company. The ability to balance multiple tasks with excellent interpersonal skills is required. This role may include assisting other facilities staff with overflow work including research, data entry and other related tasks

Responsibilities:

The Facilities Coordinator is responsible for providing support to the Facilities Services team, including vendor support and escort, maintain supplier records, data management, stocking and inventory and building audits. Responsibilities will also include:

Assist in maintaining daily operations of facility services

Ensure all break room, amenity and convenience areas are well kept, maintained and fully stocked each day

Order general office supplies, break room disposables and coffee/tea products

Provide direction to vendors as needed and ensure vendors align with our policies and procedures

Collect and maintain job related data and identify trends for improvement and provide vital reports to management

May perform activities such as assisting in resetting meeting and conference rooms or maintaining office spaces and soft seating furniture configurations

Assist in coordinating small office projects and maintenance

Submit service requests for maintenance and repair

Work on assignments that are semi-routine in nature

May support facilities staff by performing minor cleanup duties • Build and support cross-functional relationships between departments, internal partners and external vendors

Communicate optimally via phone, email and other written correspondence

Print and install facility signage regularly or upon request

Other tasks as assigned

Additional Day to Day Tasks:

2+ years proven track record working in a fast paced office setting or related experience

Ability to learn quickly, work autonomously and address any issues that arise

Technologically skilled in working with iOS and macOS based applications, along with learning to use company systems

Strong customer service and problem solving capabilities

Excellent organization and time management skills

Being diligent and taking ownership on subject matter expertise. Dedication to completing tasks

Proactive, adaptable and positive contributor

Client Culture/Expectations:

Manager isn’t always onsite – being able to navigate any roadblocks, being proactive, reaching out to team members when needed.

Navigating an environment with little to no set processes.

Focus on relationship building- leveraging your team relationships for knowledge transfer and collaboration.

Not only understanding your role, but proactively Identifying areas you can increase efficiencies – sharing feedback and recommendations on process improvement.

Seeking answers if not readily available.

Following processes established in training.

Taking initiative – becoming the subject matter expert in your role.

Greatest opportunity for growth: partnering with your manager on internal processes and knowledge transfer, understanding internal workflows, being vocal about process improvement and ways to take on more tasks and add value

Common Challenges:

Little direction given– ability to troubleshoot issues without a manager present. Making sure you understand your manager’s expectations – requires you to put forth the effort to have this conversation.

Remote – not always close to team members that can help. Important to prioritize relationship building, so you have others to lean on. Taking ownership of your role.

Task oriented role – some days can seem slow. Seeking out areas to help them in and take on more tasks that help with personal growth – always assessing where you can add value.

Perform other administrative support duties as required by the department or office.

**THIS IS AN OPEN ENDED CONTRACT (Meaning there is no end to the contract)**