Facilities Assistant
Robert Half Aventura
We are offering a short term contract employment opportunity for a Facilities Assistant in Aventura, Florida. The chosen candidate will be involved in the management of incoming and outgoing mail, maintenance of the mailroom, internal mail distribution, coordination with courier services, and administrative tasks.
The role is within the industry and requires skills such as CMMS, Computerized Maintenance Management, Concur, IBM AS/400, Kronos Timekeeping System, About Time, Budget Processes, Communication, Conference Rooms, and Customer Service.
Responsibilities- Managing the sorting, processing, and distribution of incoming mail, packages, and deliveries to suitable departments or individuals.
- Preparing outgoing mail and packages, ensuring correct labeling, postage, and handling based on type and urgency.
- Maintaining an efficient mailroom, making sure that mail and packages are securely stored and easy to access.
- Assisting with the distribution of internal mail and ensuring timely delivery of documents, interoffice communications, and small parcels.
- Keeping track of and managing delivery schedules, ensuring that mail and packages are sent and received promptly.
- Coordinating with courier services and postal carriers for deliveries and pick-ups.
- Handling special mailing requests, such as bulk mailings, certified mail, or express delivery services.
- Maintaining records of shipments and deliveries for tracking and reporting purposes.
- Assisting with administrative tasks, including filing, photocopying, and organizing documents when required.
- Monitoring and reordering office supplies such as postage, envelopes, and other necessary materials.
- Ensuring that all mail-related processes comply with company policies and confidentiality requirements. • Proficiency in Computerized Maintenance Management Systems (CMMS)
- Knowledge and experience in using IBM AS/400
- Familiarity with Concur expense management system
- Ability to use Kronos Timekeeping System effectively
- Experience in using 'About Time' time tracking software
- Understanding of budget processes and financial management
- Excellent communication skills, both verbal and written
- Experience in managing conference rooms and setting up for meetings or events
- Strong customer service skills, with a focus on serving internal employees
- Ability to work in a team and contribute to facilities management tasks
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