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  • Job reference: RMS0140634


  • Sector: Commercial
  • Location: Texas - Other
  • Job type: Contract
  • Date posted: 10/04/2014
  • Time left:
    d h m s
This vacancy has now expired.
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The Role:
• To fulfil all Reception administrative duties including processing visitors, phone and email inquiries, reporting, filing, managing supplies, setting up meetings, reserving conference rooms, managing badge access and general administrative support.
• To log and track vendors on site to perform services.
• To assist the Facilities function with project and business management support.
• To ensure office is compliant with safety standards.
• To provide customer service.
• To assist with the management of fleet vehicles and driver support.
Key Relationships:
• Site team members
• Facilities Management team members
• HSE team members
• Outside Facilities service providers
Core & Accountabilities
• Operations Service Delivery - assist customers with general facilities requests. Follow Standard Operating Procedures and associated process flow diagrams. Evaluate work place layout in order to implement work flow improvements. Able to perform in the following areas:
o Mail Service - shipping, receiving & delivery
o Reception & Badge Access - visitor management, badge activation/termination, incoming calls
o Fleet Management - coordinate delivery of fleet vehicles, inspect vehicles, ensure initial safety standards met by drivers, issue keys / gas cards to drivers
o Safety - coordinate safety inspections of facilities, bi-annual fire drills, fire warden training, fire extinguisher inspection, etc.
o General Administrative Support - Company Store & office supply orders, conference room coordination, typing, filing, meeting set-up, conducting New Hire Orientation
Vendor Coordination -Have basic knowledge of the vendor schedule and purpose of visit
• 4-6 years experience in customer service and administrative support
• Proficient with Microsoft Office Suite
• Possess soft skills and communication skills
Familiarity with process documentation, policies and procedures
8:00am to 5:00pm

Three to five years experience in Facilities Operations Service DeliveryCoreAssists customers with general facilities requests; follows Standard Operating Procedures and associatedprocess flow diagrams; evaluates work place layout in order to implement work flow improvements; addressesat least one Core Specialty areaFollows a basic project plan and participates in ownership of task execution; contributes to risk analysis discussionsOversees work assigned to Facilities service providers as identified in customer service requests; has basic knowledge of vendor’s contractual obligations; processes goods receiptsAssists with competitive quote initiatives by providing process knowledge and baseline requirements from respective Facilities specialtySpecialtyPerforms service delivery and assists with problem resolution by utilizing tracking tools; uses international and domestic systemsProvides call management, visitor support for physical access and reception services, emergency call management and customer service ticket processing
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