Mailroom Assistant

Position Overview: We are seeking a proactive and responsible Facilities Assistant to join our team. This role is critical in ensuring the safety and security of our building, as well as providing essential support to the facilities team and broader organization. The ideal candidate will possess strong organizational skills, the ability to work under pressure, and excellent interpersonal communication skills.

Key Responsibilities:

• Assist the facility team in maintaining a safe and secure building environment.
• Conduct regular inspections (“sweeps”) of workspaces to identify and report areas/items/equipment/materials in need of repair, replacement, or upgrade.
• Report all identified issues to the Facilities Manager for prompt resolution.
• Manage the mailroom and coordinate local and international couriers.
• Book and manage conference rooms to ensure availability and proper setup.
• Assist vendors in completing necessary assessments or providing required information.
• Collaborate with client HR to coordinate various activities.
• Archive reports and documentation as necessary.
• Support the facilities team with office organization and day-to-day requirements.
• Work with vendors to obtain and review proposals for services or products.
• Support facilities in ongoing maintenance and cleaning efforts.
• Report maintenance issues promptly and accurately.

Qualifications:

• Ability to work well under pressure with minimal supervision.
• Flexibility to work outside standard office hours as needed.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills, both oral and written.
• Proactive problem-solving abilities.
• Ability to maintain confidentiality at all times.
• Customer service-oriented mindset.
• Ability to meet deadlines and manage multiple tasks simultaneously.
• Proficient in Microsoft Office programs.
• Knowledge of inventory management.
• Capable of working effectively with a variety of individuals, both internally and externally.

Working Conditions:

• This position may require occasional work outside of standard business hours.
• The role involves regular interaction with various stakeholders, including clients, vendors, and internal teams.