Facilities Assistant

Role, Function & Organization

The Facilities Assistant supports the day‑to‑day operations of the building and grounds by managing shipments, maintaining organized storage spaces, assisting with facility upkeep, and ensuring a clean and well‑stocked environment. Responsibilities include handling incoming and outgoing deliveries, supporting meeting and event setups, performing basic maintenance tasks, and coordinating with internal teams and external vendors to support building needs. This role helps ensure operational efficiency, safety, and readiness across warehouses and shared work spaces.

• Receive and verify deliveries of incoming orders, including small packages and large shipments (using forklifts or manual equipment as needed)
• Inspect orders for accuracy and damage; record and report any discrepancies
• Notify employees promptly about package arrivals and ensure proper distribution
• Prepare outgoing shipments and ensure they are scheduled for pickup

• Restock supplies in meeting rooms and offices
• Perform inspections of buildings (especially meeting rooms, restrooms, and common areas) to ensure cleanliness and functionality
• Assist with minor maintenance tasks (both indoor and outdoor)
• Manage waste and recycling schedules
• Monitor and maintain the condition of outdoor grounds

• Maintain inventory of warehouse vending bins
• Ensure proper return and storage of shared tools and equipment
• Optimize storage systems to enhance space utilization and access to materials
• Maintain cleanliness and organization of warehouse

• Communicate effectively with vendors and other external parties to ensure efficient operations
• Collaborate with team members and departments to respond to facility requests and logistical needs
• Document tasks and maintenance issues for accountability and recordkeeping
• Provide excellent customer service and resolve issues proactively

• Pre‑plan and identify the methods to eliminate hazards daily by work task
• Execute skill in observing habits and hazards of others and bring it to their attention
• Uphold safety as the most important goal of our company and support the goal of achieving zero accidents
• Promote and encourage open communication between field and office regarding all safety concerns, suggestions, improvements, and PPE needed
• Obtain safety training as expected by all company personnel

• Previous experience in shipping and receiving, warehouse operations, or facility management preferred
• Forklift certification/experience (or ability to become certified) required

• Positive safety attitude and personal integrity – both are non‑negotiable
• Proficiency with Microsoft Office Suite (including Excel, Word, Outlook, and Teams)
• Strong communication skills, both verbal and written
• Strong interpersonal skills; ability to interact with all levels of the company and customers
• Ability to see details and recognize errors, working within precise standards of accuracy

• Ability to lift and move items up to [weight limit, e.g., 50 lbs] regularly
• Comfortable working in a warehouse environment with varying temperatures
• Ability to stand, walk, and operate equipment for extended periods