Assistant- Office + Facilities

International SOS; Center Square (PA); On-site; USD 40,000 - 60,000; Full time

Job summary

International SOS is seeking a Facilities Technician in Center Square, PA to manage daily operations at the Blue Bell office. This role includes overseeing security protocols, coordinating logistics, and maintaining supplies for a seamless office environment.

The ideal candidate will have 2-3 years of experience in customer service, exceptional organizational skills, and proficiency in Microsoft Office. This position is crucial for fostering a welcoming atmosphere for all employees and visitors.

Qualifications

• Minimum of 2-3 years experience in customer service or a related field.
• Valid driver's license with a clean driving record.
• Physical capability to lift and move items up to 50 pounds safely.

Responsibilities

• Manage day-to-day office operations related to security and facility function.
• Oversee supply rooms, copy areas, and kitchen stock while managing procurement.
• Conduct daily inspections of the entire site to ensure cleanliness and safety.

Skills

Proficiency in Microsoft Office suite

Exceptional organizational skills

Ability to multitask

Resourcefulness

Education

Associate’s degree or equivalent relevant work experience

Job description

Now, we’re looking for talented individuals to join our team and make a difference.

Overall Purpose of the Job

The Facilities Technician US plays a pivotal role supporting the Director of Facilities & Security, Americas, by managing the comprehensive daily operations of the Blue Bell office. This position ensures efficient oversight of front office and reception activities, coordinates mail and office logistics, manages supplies and equipment, oversees maintenance protocols, and upholds the physical security standards of the facility. Acting as the first point of contact for internal and external stakeholders, the Facilities Technician facilitates seamless office functions and contributes to fostering a productive and welcoming atmosphere for all employees and visitors.

Essential Job Duties and Responsibilities

• Manage day-to-day office operations, including enforcing established security protocols, administering building access control, and coordinating maintenance, cleaning, and mailroom services to ensure smooth facility function.
• Oversee the front office operations by enforcing visitor and badge policies, coordinating shipping and receiving activities, and maintaining the overall reception area to create a professional and safe environment.
• Support the onboarding process by facilitating office and facility readiness, thereby enhancing new hire integration and experience within the Philadelphia site.
• Assist in the development and execution of Standard Operating Procedures (SOPs) related to compliance audits, emergency procedures, and physical security, ensuring the integrity of security reporting and adherence to company policies.
• Maintain all shared spaces including conference rooms, storage areas, and kitchen facilities in a clean and orderly condition, managing inventory levels and restocking supplies as necessary.
• Oversee supply rooms, copy areas, stationery, and kitchen stock while managing procurement according to approved budgets and policies; escalated special requests to the appropriate management authorities.

Essential Duties and Responsibilities, cont.

• Administer the facility ticketing system for Philadelphia sites, monitoring requests and fulfillment to guarantee that all service level agreements (SLAs) are consistently met and surpassed.
• Exhibit fiscal responsibility by managing budgets related to facilities, security operations, and associated programs, optimizing cost efficiencies without compromising service quality.
• Configure and prepare meeting rooms for scheduled events by arranging furniture and equipment, ensuring functional and welcoming environments for collaboration.
• Install and maintain office equipment and furniture including sit-to-stand desks, whiteboards, TV monitors, and other essential fixtures to enhance workplace ergonomics and productivity.
• Conduct daily inspections of the entire site to verify cleanliness, safety, and the overall condition of facilities, addressing any issues promptly to maintain operational standards.
• Provide general office and facilities support by responding promptly to requests and facilitating solutions to day-to-day operational challenges.
• Identify and recommend potential projects for inclusion in the annual facilities budget, collaborating with the Director of Facilities & Security to align initiatives with organizational goals.
• Serve as the 24/7 on-call specialist for site emergencies and business continuity planning (BCP) events at the Philadelphia office, demonstrating readiness to manage critical situations and support uninterrupted operations.

Qualifications

Required Skills and Knowledge

• Valid driver's license with a clean driving record.
• Proficiency in Microsoft Office suite, including Word, Excel, and Outlook.

Required Competencies

• Exceptional organizational skills with a professional demeanor to effectively prioritize and manage multiple competing tasks.
• Ability to multitask in a fast-paced environment while maintaining attention to detail and quality of work.
• Resourcefulness and proactive problem-solving approach to handle unexpected challenges and support facility needs.
• Physical capability to lift and move items up to 50 pounds safely.

Required Work Experience

• Minimum of 2-3 years experience in customer service or a related field.

Required Qualifications

• Associate’s degree or equivalent relevant work experience.