Office Services Assistant- Facilities

Core Responsibilities

• Facilities and Building Support
• Assist Facilities Coordinator with day-to-day building needs and unplanned staff requests.
• Submit maintenance and janitorial requests; follow up to ensure completion.
• Support office organization projects, clean-up days, and space planning as needed.
• Assist with company events and employee engagement activities as required.

New Hire Workspace Setup

• Prepare and physically set up workstations ahead of new hire start dates — desk configuration, equipment placement, and supplies.
• Ensure all physical access requirements are in place, working with IT and HR on equipment and building access needs.
• Work in tandem with the Office Services Coordinator, who leads the building orientation and tour, to ensure the workspace is ready before a new hire arrives.

Internal Office Moves

• Support internal relocations — moving boxes, furniture, and equipment between floors or spaces as directed.
• Aid in space reconfiguration to ensure areas are ready for staff before and after moves.

Meeting Rooms and Common Areas

• Conduct daily checks across all 17 meeting rooms in the building — setup, cleanliness, AV equipment, and supplies.
• Own the physical setup and reconfiguration of meeting rooms for meetings and events; respond to same-day requests from staff.
• Address issues directly where possible; escalate maintenance or facilities issues that require specialist input.
• Receive and action escalations from Floor Administrators for meeting room issues on floors 3, 4, and 5 that require hands-on intervention.
• Maintain kitchens, breakrooms, and shared spaces to a consistent standard across the building.

Mailroom Coverage

• Provide mailroom coverage during the absence of the mailroom operative, ensuring uninterrupted processing of incoming and outgoing mail and packages.
• Maintain familiarity with mailroom procedures, systems, and delivery schedules to step in effectively when required.

Office Relocation (Transitional)

• Support the move from 9 Greenway to 990 Town & Country: labeling, light lifting, furniture placement, and space readiness.
• Travel between both locations during the transition period as required.

Health, Safety and Building Compliance

• Train and serve as a qualified Fire Warden for the building; training will be provided.
• Support the safe evacuation of staff and visitors in the event of a fire alarm or emergency drill.
• Interface internally as needed for specific conditions.