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Office Support Assistant Jobs

Bellevue, Washington
<p>"Responsibilities: - on site building engineer services</p><p>Facilities</p><p>Provide assistance to other office employees.Provide backup for other facility personnel as needed.Coordinate repairs within physical office space such as carpeting, repainting, etc.Resolve or coordinate timely resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc.Troubleshoot data/telecommunication problems before notifying corporate helpdesk.Initiate wiring requests and arrange for new employee setup.Conduct workspace occupancy and conference room surveys as directed.Establish and communicate move coordination requirements.Prepare move coordination forms, issue boxes, labels, and distribute information.Follow up to resolve outstanding move coordination issues.Respond to information requests.</p><p>Purchasing</p><p>Obtain vendor price quotes, prepare purchase requisitions with accompanying justification via Self Service Applications, obtain vendor statements of work, arrange for new vendor setup, prepare check requests and route requests to appropriate management level for approval.Maintain adequate inventory of general office supplies including supplies for office equipment.Seek to identify cost effective purchasing alternatives.</p><p>General Office Equipment/</p><p>Coordinate all maintenance agreement schedules, renewals, payments and site visits per contractual stipulations.Ensure operational effectiveness of all equipment; coordinate repairs as required.Ensure installed AV equipment as well as portable equipment is functional; coordinate repairs as required.Where applicable, coordinate installation, troubleshooting, and viewing of all video conferences.</p><p>Reporting</p><p>Maintain work activity log including to do list and tasks accomplished; review daily with manager.Complete monthly report in approved format.Update quarterly the log of maintenance contracts.Maintain adequate records and logs as defined by manager.Conduct formal quarterly Facility Inspection Report and submit to facility manager.Maintain current inventory of all facility owned asset equipment.Prepare Property Manager and headcount report information as directed.Conduct workspace occupancy and conference room surveys as directed.</p><p>New Hire Orientation</p><p>Assign space for new hires.Orient new employees to general office procedures.Participate in monthly new hire orientation presentations with HR, sales, and education where applicable.</p><p>Safety & Security</p><p>Maintain file of employee home addresses and emergency contacts.Function as after-hours contact for alarm monitoring company and property management.Responsible for overall office safety & security.Assist in coordination of safety procedures such as fire extinguisher inspections, fire drills, etc.Coordinate programs to educate employees on building and general office emergency procedures.Maintain access assignments, monitor activity and complete data entry required for security software application.Be available via pager for after-hours emergencies.</p><p>Mail services</p><p>Sort and distribute all incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries received for home-based employees.Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.Maintain accurate mail distribution centers.Secure all deliveries as required.Monitor all costs associated with mail and delivery services; report excessive costs and cost savings opportunities to the office manager and/or facility manager.</p><p>Function Specific Competencies:</p><p>Experience in dealing with outside vendors, negotiating agreements and working in a sales office environmentUse of Excel, Word, PowerPoint and emailExcellent problem solving skillsUnderstanding of office procedures and property management responsibilitiesAnalytical skillsExcellent organizational skills and follow through on task assignmentsAbility to work independently with minimal supervision and handle multiple tasksAbility to use effective time management skillsResponsiveness to customer requests and service issuesAbility to negotiate with internal users regarding space requirements.Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generated by upper management.Ability to obtain closure on relevant issues.Ability to lift 55 lbs.</p>
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