Facilities Assistant

Job Description

The Facilities Assistant ensures a well-maintained and efficient office environment through strong organizational, technical, and customer service skills. Responsibilities include front desk support, facility coordination, workspace upkeep, and enforcing security protocols. This role also involves placing daily lunch orders, coordinating with vendors, and assisting with office events. Technical proficiency is essential for managing service requests and maintaining facility systems, while excellent customer service ensures a welcoming experience for employees, visitors, and vendors.

Position Responsibilities and Duties

Front Desk Duties

• Serve as the first point of contact for employees, visitors, and vendors, providing a welcoming and professional environment.
• Answer and direct phone calls, voicemails, emails, and inquiries to the appropriate personnel.
• Manage visitor check-ins, issue visitor badges, and maintain security protocols.
• Schedule conference rooms and manage bookings for all facilities.
• Maintain a tidy and organized front desk area.
• Perform the morning checklist, ensuring all areas are safe, clean, and ready for use.
• Perform end-of-day checks, including shutting down equipment, securing doors, and ensuring the building is locked.
• Address any urgent facility issues that arise during opening or closing procedures.
• Serve as a point of contact for new hires during their onboarding process, addressing facilities-related inquiries and requests.
• Assist in scheduling and coordinating office spaces, including conference rooms, team rooms, and hotel desks.
• Establish, maintain, and update files and/or records in Facilities Teams folders.
• Uphold office standards as set forth by the Facilities Team.
• Receive and sort incoming USPS mail, ensuring it is distributed to the appropriate departments or individuals.
• Receive and distribute incoming Packages (FedEx, UPS, etc.)
• Ensure proper documentation and labeling for all outgoing packages and correspondence.

Office Coordination Assistance

• Assist and work with the Senior Facilities specialist and Office Manager in Placing daily lunch orders. This includes coordinating with Vendors for ordering, delivery, and cleaning up, posting menus, and tracking the budget.
• Assist and work with the Senior Facilities Specialist and Office Manager in coordinating office events such as all company meetings, employee visits, and meetings, and ordering food, drinks, and additional seating as needed.

Office Cleanliness Monitoring

• Regularly inspect all areas of the office to ensure cleanliness and organization.
• Address/clean any identified areas that require attention.
• Keep common areas, restrooms, and kitchens stocked with necessary supplies, including beverages, fruit, snacks, and kegs.
• To maintain a professional workspace, address spills, clutter, and cleanliness concerns promptly.
• Report recurring cleanliness issues to the Facilities Manager for resolution.

Fresh Service Ticket Management

• Monitor and respond to employees and facility managers submitting fresh service tickets for facilities-related requests.
• Track, prioritize, and resolve tickets promptly, ensuring clear communication with requesters.
• Collaborate with the Facilities Manager and external vendors to address complex tickets or issues.

Strict Security Entrance Policy

• Enforce a strict security entrance policy, ensuring all employees, visitors, and vendors are properly authenticated before accessing the premises.
• Monitor access points to prevent unauthorized entry and address security concerns promptly.
• Maintain employee key cards.
• Maintain accurate visitor logs and verify identities using established procedures.

Professional Appearance

• Maintain a clean, professional, and polished appearance to represent the company appropriately.
• Ensure uniform or attire complies with company dress code standards and is suitable for daily tasks and interactions.

Minimum Skills or Experience Requirements

• 2 – 4 years of relevant industry experience.
• A high school diploma or equivalent and additional certifications or training in facilities management or customer service are a plus.
• Experience in a similar role or related field is preferred.
• Familiarity with ticketing systems like Fresh Service is highly desirable.
• Strong communication and organizational skills.
• Proficiency in basic office software (e.g., Microsoft Word, Excel, Outlook).
• Ability to work collaboratively with team members and adapt to changing priorities.
• Physical ability to lift and move equipment, furniture, boxes, and supplies as necessary.
• must be comfortable with providing Janitorial services as needed.

Work Environment

• This role will involve standing, walking, and lifting throughout the day.
• Work may include both indoor and outdoor tasks in varying weather conditions.
• Work consists of many distractions and many last-minute changes & requests.
• Saturday or Sunday work will be required, depending on business needs.
• This role will require fast learning and adaptation, must be comfortable working in a fast-paced environment.

SOLV Energy Is an Equal Opportunity Employer

At SOLV Energy we celebrate the power of our differences. We are committed to building diverse, equitable, and inclusive workplaces that improve our communities. SOLV Energy prohibits discrimination and harassment of any kind against an employee or applicant based on race, color, age, religion, sex, sexual orientation, gender identity or expression, marital status, national origin, or ethnicity, mental or physical disability, veteran status, parental status, or any other characteristic protected by law.

Benefits

Employees (and their families) are eligible for medical, dental, vision, basic life and disability insurance. Employees can enroll in our company’s 401(k) plan and are provided vacation, sick and holiday pay.

Compensation Range

$25.63 - $32.04

Pay Rate Type

Hourly

SOLV Energy does not accept unsolicited candidate introductions, referrals or resumes from third-party recruiters or staffing agencies. We require all third-party recruiters to communicate exclusively with our internal talent acquisition team. SOLV Energy will not pay a placement fee to any third-party recruiter or agency that has not coordinated their recruiting activity with the appropriate member of our internal talent acquisition team.

In addition, candidate introductions or resumes can only be submitted to our internal talent acquisition recruiting team if a signed vendor agreement is already on file and the third-party recruiter or agency has received formal instructions from our internal talent acquisition team to submit candidates for a particular job posting.

Any unsolicited candidate introductions, referrals or resumes sent by third-party recruiters to SOLV Energy or directly to any of our employees, or received through our website or career portal, will be considered property of SOLV Energy and will not be eligible for a placement fee. In the event a third-party recruiter submits a resume or refers a candidate without a previously signed vendor agreement, SOLV Energy explicitly reserves the right to pursue and hire the candidate(s) without financial liability to such third-party recruiter.

If you’re interested in a meaningful career with a brighter future, join the SOLV Energy Team.