Facilities Associate

Job Description

The Facilities Specialist of Facilities & Physical Security will be responsible for all office, facility, and maintenance-related needs and issues, as well as managing the administrative front of the offices.

Monday to Friday, 9:00 to 5:30 EST

Job duties (
* denotes an “essential function”)

• On‑site, daily point of contact for all Williams Lea managers, guest and building owner representatives. It is imperative that there is a presence in the Columbus office 5 days a week.

• Check the conference room and meeting schedule throughout shift and make note of any changes to ensure meetings are set up accurately.

• Coordinate with all vendors on deliveries and services including shipped deliveries to the freight area of the building and catering within the buildings freight and delivery instructions.

• Coordination of conference rooms according to internal or external needs, including audio/visual equipment, food, beverages, utensils, ice, etc.

• Clean up conference rooms after use and return property to vendors if necessary.

• Clean up coffee makers and pantry in each kitchen in the evening. Throughout the day.

• Daily stocking of the Kitchen area and throughout the day.

• Clear and Communicate with Manager on meeting request concerns or deadline issues.

• Maintain inventory of office and catering supplies and order supplies as needed.

• Place orders for food and beverages for use during meetings.

• Coordinate and act as liaison with personnel, food merchants, selected contact and outside vendor(s) to ensure the pricing is competitive.

• Suggest appropriate vendor selection and management associated with department services and/or products.

• Maintain reporting for office supplies, facilities requests, yearly energy usage, track department budget spending etc.

• Adhere to Williams Lea policies in addition to client site policies.

• Must be able to lift up to 50 lbs. on a regular basis.

• Oversee the maintenance of equipment and supplies for the offices.

• Ensure the buildings are maintained, which entails daily and weekly cleaning schedules as well as scheduling repairs, renovation projects, waste reduction improvements and safety inspections.

• Liaise with building owners for all facility related needs, including electrician, carpenter, plumber, HVAC, office cleaners, etc. depending on project or issue.

• Has overall responsibility for health and safety policies being implemented at a local level.

• Oversee distribution of parking passes.

• Oversee distribution of building access cards and monitors building security across office.

• Is available after‑hours for building security issues and employee overtime requests.

• Oversee and manage reception desk, including optimizing processes for shipping and receiving, conference room coordination, and client‑focused event management.

• Manage the procurement of supplies for offices, including consumables, coffee, etc. Use multiple vendors to ensure best prices are received.

• Ensure cleaning, upkeep and safety standards are maintained.

• Assist with the BCP (Business Continuity planning) and implementation from a Facilities and logistics POV. Maintain and update the BCP periodically and be the lead for all testing and changes.

• Coordinate Corporate Social Responsibility events for Williams Lea as applicable to the facilities Security.

• Work closely with IT functions to physically secure information, computer, network, and processing systems.

• Assist with investigations where applicable involving the security of corporate information and the interface with law enforcement when required.

• Ensure that facilities, premises, and equipment adhere to corporate security policies and procedures.

• Work with both management and technical employees to identify and fix major technical problems such as a security breach, business continuity, or building outage. Assists in the deployment and upgrade of security-related hardware and software.

• Manage and execute security-related functions such as monitoring systems, responding to alerts, setting up access controls and auditing systems.

• Manage the day‑to‑day operations related to physical and fire security.

• Associate’s degree in related field preferred, but work experience may…