Workplace Services Associate - Onsite Washington DC Office

JOB SUMMARY

Join the Facilities & Workplace Services department of NORC at the University of Chicago as our new Workplace Services Associate. This role will serve as one of the principal resources for Facilities & Workplace Services to NORC’s Washington, DC office. Accountable for the daily operations of our 100 person office and act as a go to person by reporting and escalating facility related issues to assigned leadership.

Provides excellent customer service by performing workplace services including, but not limited to:
Onsite Meeting Support, Maintaining Office Appearance, Hospitality, Mail, and Courier. Creates a welcoming and service-oriented environment by greeting/assisting all employees and clients. May perform various other support functions including invoice and purchase requisition processing. Acts as backup to Supervisor.

This is an Onsite position in our Washington, DC office and requires in office presence 5 days a week. Occasional local travel may be required.

Facilities & Workplace Services

The Facilities & Workplace Services team is responsible for day-to-day operations ateach of NORC’soffice locations. This includes real estate planning,space planning and management, emergency procedures, access control,security and key card services,construction management, travel management,mail and shipping operations, print center operations, front desk services, furniture purchasing, officemaintenance, and general upkeep and cleanliness.

• Provide general support for day-to-day office operations including: maintaining office appearance, daily rounds to check flex desk work spaces, kitchens, print areas, Mother’s Room, Meditation Room, ADA Restroom, and conference rooms. This includes tidying room set-ups, light spot cleaning, stocking and refreshing inventory levels, and monthly refrigerator clean-out. Inventory office, kitchen, and workspace supplies and submit orders for approval.
• Supports onsite meetings and events including room configuration and checking in attendees. Confirming receipt and counts of deliveries. Occasional local errands.

• Responsible for front desk reception services of NORC's DC office, providing a high level of customer service.
• Welcome clients, employees and guests, checking them in according to NORC security procedures; greeting NORC employees; ensuring compliance with NORC's y; distributing temporary access cards and visitor IDs as needed.
• Assist with Kadence bookings and/or way finding for workspace bookings. Act as local Kadence expert for questions, assistance and maintenance.

• In conjunction with Supervisor, work with building engineers to coordinate work orders for maintenance and other building issues.
• Assists with processing of building fitness center and bike room applications.
• Tracks work order ticketing system, processing staff requests to ensure all are addressed and closed out in a timely manner. Completes any site reports and other paperwork on time and accurately.
• Assists Supervisor and Director with coding, timely tracking and upload of facilities invoices and processing purchase requisitions.

• Coordinates mail/shipping/receiving; check mailbox in lower level, distribute incoming mail; process and distribute incoming packages; prepare Fed Ex, UPS, USPS outgoing items and take to corresponding drop boxes; send weekly interoffice pouch to Chicago.

• Coordinates service and repair calls with vendors. Notifies supervisor of vendor arrival and notifies prior to vendor departure to confirm additional instructions.

• High school diploma or GED.
• At least 2 years of relevant experience providing support in an office environment, preferably in a workplace services or facilities role.
• At least 2 years of customer-facing work experience is required.
• Previous training experience strongly preferred.
• Strong knowledge of Microsoft Outlook, Word, PowerPoint, Excel and technical aptitude to learn new software as required.
• Knowledge of general office procedures, technology, and equipment.
• Advanced ability to communicate effectively (oral and written) and…