Facilities & Office Support Specialist

Fives DyAG Corp.; Conshohocken (Montgomery County); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

401K

Dental insurance

Life Insurance

Medical Insurance

Vision Insurance

PTO

Job summary

On-Board Services is hiring a Facilities & Office Support Specialist for Conshohocken, PA. This 3-month contract role covers facilities, IT, mailroom, kitchen, printers, and general office support. On-site with benefits such as 401K and health options, you will handle maintenance requests and coordinate with vendors.

Ideal candidates will manage multiple tasks, assist staff, and maintain safety and orderly office operations on a daily basis.

Qualifications

• Must be able to lift up to 60 lbs., bend, carry, climb a ladder, and perform other physical tasks.
• Proficient with computers and Microsoft Office including Teams, Outlook, calendar management, and Excel.
• Experience creating and managing access card photos and editing PDFs.
• Basic knowledge of technology and IT equipment, including monitor installation and cables.
• Basic knowledge of hand tools: level, drill, tape measure.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple requests and respond quickly to needs.
• Strong communication and customer service skills.
• Ability to work independently and take initiative.

Responsibilities

• Facilities & Light Maintenance: handle basic repairs and coordinate vendor visits.
• Technology & IT Support: install basic workstation equipment and assist IT.
• Mailroom & Shipping: manage mail, packages, and shipments.
• Kitchen & Breakroom Support: stock supplies and maintain cleanliness.
• Printers & Plotters: operate and service printers, manage toner.
• Office Supplies: stock and monitor inventory.
• Safety & Compliance Tracking: monthly safety logs and inspections.
• Reception & Visitor Support: provide backup reception and greeting.
• Invoice Processing: review and file vendor invoices.
• Office & Building Communications: notify staff of issues and signage.
• HSE & Emergency Support: assist with drills and safety procedures.
• Security & Access Support: manage badges and visitor access.
• General Office Support: assist events, meetings, and space changes.

Job description

On-Board Services is hiring a Facilities & Office Support Specialist in Conshohocken, PA

On-Board Services, Incorporated is an on-site contract service provider for a local manufacturing entity providing full time positions to our employees. We offer benefits as well as 401k.

Position Details

Title: Facilities & Office Support Specialist

Position Type: 3-month contract with additional opportunity contingent upon performance and continued business need

Job Location: Conshohocken, PA

Shift: 1st shift

Benefits: 401K, Dental insurance, Life Insurance, Medical Insurance, Vision Insurance, PTO

Compensation: $25/HR- $30/HR

Responsibilities

Facilities & Light Maintenance

• Handle light maintenance requests throughout the office, including tightening loose furniture, repairing or replacing chair arms/casters, plunging toilets, shutting off water in the event of a leak, and other basic facility needs.
• Inspect and assess facility concerns and attempt to resolve, repair, or correct issues when possible.
• Escalate issues to the Landlord (LL) or Facilities Maintenance team when a technician or vendor is required.
• Coordinate vendor arrivals and onsite visits and follow up until issues are fully resolved.
• Maintain and update the facility tracking log throughout the process.
• Use basic hand tools such as a level, drill, and tape measure for light maintenance tasks.

Technology & IT Support

• Install and connect monitors, docking stations, cables, and other basic workstation equipment.
• Test and troubleshoot workstation and conference room AV equipment.
• Replace cords, cables, and other basic equipment as needed.
• Assist employees with basic technology needs and direct more complex issues to the appropriate IT resources, including the IT chat, 800# support line, or Help Hub ticketing system.
• Order replacement IT equipment and supplies for workstations as needed.

Mailroom & Shipping

• Receive and distribute incoming mail and packages.
• Contact employees regarding package and mail deliveries and securely store items until retrieved.
• Receive shipments from FedEx, UPS, the U.S. Government client, Amazon, and other vendors.
• Weigh and prepare outgoing mail and packages for shipment.
• Create shipping labels, properly pack shipments, and transport outgoing packages to FedEx drop-off locations or the post office as needed.
• Use the FedEx account and appropriate account coding for shipments.

Kitchen & Breakroom Support

• Unload and run dishwashers and maintain cleanliness and organization of kitchen areas.
• Stock kitchen supplies daily, monitor inventory levels, and place orders as needed.
• Review and reconcile delivery tickets against orders and invoices for accuracy.
• Wipe down kitchen areas, empty coffee grounds/packets, and straighten kitchens throughout the day and at the end of each day.
• Coordinate coffee machine service and vendors as needed.
• Replace refrigerator filters when necessary.
• Identify and respond promptly to maintenance, cleanliness, or safety concerns, including leaks and other potential hazards.

Printers & Plotters

• Refill printers with paper daily and monitor paper and toner inventory.
• Place supply orders as needed.
• Assist employees with basic printer and plotter operation.
• Serve as the point of contact for printer and plotter service issues.
• Coordinate with technicians during onsite service visits.
• Maintain appropriate toner inventory levels.

Office Supplies

• Maintain office supply areas and ensure supplies are properly stocked.
• Monitor inventory levels and communicate when additional supplies need to be ordered.

Safety & Compliance Tracking

• Complete the monthly office safety tracking process and maintain the Track Record platform.
• Check fire extinguisher inspection tags and ensure required inspections and documentation are current.
• Monitor required HSE documentation, filters, inspections, and other recurring safety-related requirements.
• Upload invoices, receipts, confirmations, and documentation for annual safety training and emergency drills as required.

Sustainability Tracking

• Maintain monthly sustainability information in the OSTT tracking system.
• Save monthly utility invoices in the appropriate network folder.
• Upload invoices and required information to OSTT for tracking and reporting of office utility consumption and recycling/shredding efforts.

Reception & Visitor Support

• Provide backup reception coverage during breaks, vacations, and other periods as needed.
• Answer the door, assist visitors with entering the facility, and follow established front desk procedures.
• Ensure catering deliveries are received and directed appropriately.
• Provide professional and courteous customer service to employees and visitors.

Invoice Processing

• Receive and review vendor invoices for accuracy.
• Verify invoices against applicable orders, delivery tickets, or other documentation.
• Scan and save invoices in the appropriate vendor folders using established naming conventions.
• Submit accurate invoices to Accounts Payable for processing.

Office & Building Communications

• Communicate building, facility, safety, janitorial, and maintenance issues to office staff and property management via email, signage, or other appropriate communication.
• Post appropriate safety and facility signage, including wet floor/paint signs, "Out of Order" notices, and service call notifications.
• Use cones, caution tape, or other barriers to restrict access to areas when necessary.
• Redirect employee and visitor traffic when repairs or maintenance activities are taking place.

HSE & Emergency Support

• Serve as an HSE partner for the office, with training provided.
• Serve as a floor warden and assist with emergency evacuation drills.
• Complete First Aid/CPR/AED training when available.
• Maintain knowledge of applicable HSE plans, emergency procedures, and building safety requirements.
• Serve as a backup lead for HSE-related events or situations that may occur within the facility.
• Prioritize the safety of employees, visitors, and others within the office.

Security & Access Support

• Help maintain the physical security of the office in accordance with established security guidelines.
• Create and recover employee ID badges and manage access cards.
• Assist with visitor access and management.
• Maintain daily headcount reports and employee vehicle parking files.
• Communicate security or emergency-related information as needed.

General Office Support

• Provide professional, hands-on support for changing office needs.
• Assist with company events, including office picnics and other special events.
• Set up tables, chairs, trash/recycling receptacles, and conference rooms as needed.
• Place cones or other barriers to reserve or block parking areas.
• Coordinate with table/equipment rental companies and other vendors.
• Adjust conference room setups and assist with meeting space changes.
• Respond proactively to the evolving needs of the office and provide timely, customer-focused support.

Qualifications

• Must be able to lift up to 60 lbs., bend, carry, climb a ladder, and perform other physical tasks associated with facilities support.
• Good working knowledge of computers and Microsoft Office, including Microsoft Teams, Outlook/email and calendars, and Excel.
• Experience creating and managing access card photos and editing, converting, and updating PDF documents.
• Basic knowledge of technology and IT equipment, including monitor installation, docking station setup, cables, and basic troubleshooting.
• Basic knowledge of hand tools, including a level, drill, and tape measure.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple requests and respond quickly to facility, safety, and employee needs.
• Strong communication and customer service skills.
• Ability to work independently, take initiative, and follow issues through to resolution.

www.onboardusa.com

On-Board was founded in 1976 by Robert L. Wilson to provide Engineering and Design services to the chemical manufacturing industry. Today, On-Board is a thriving privately held family of companies with services including: Consulting, Professional Engineering, Industrial Maintenance and Facility Management, Contracted Manufacturing and Production Services, as well as Temporary Staffing and Recruiting throughout North America.

The On-Board Family of Companies conducts operations through its Corporate Headquarters located in East Windsor, NJ along with Regional Offices in New Castle, DE and Wake Forest, NC. On-Board’s Mission is to provide “Flexible Service by applying the talents of our people, work processes and technology to meet our clients’ expectations in a Safe, Responsible and Dependable manner.”

On-Board Companies provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religion, sex, national origin, age, disability or genetics.

JD# 26-01469