Job Details
Administrative Services Assistant #TW1JP00006217
One PPG Place Suite 600 Pittsburgh PA 15222
06+ Months contract With Extn
Pay Rate: $23.50/hr on w2
Note:
Monday to Friday; 8am-5pm are the standard hours
Working On site in Pittsburgh WTW location - 100% On-Site.
Easy to access via public transportation
This position may be extended and could become permanent (no guarantee)
Job details:
Based on the needs of the office, the scope of responsibilities outlined below will vary
THE ROLE
Service Center:
Assist with equipment returns.
Set up new hire workstation with laptop and equipment.
Clean workstations after each CSR new hire class
Ensure peripheral equipment is stocked in storage room (i.e., monitors, mice, keyboards, cords)
Facilities Services support
Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquires.
Assist with basic, first-level IT support.
Help to maintain the overall cleanliness and order/organization of the office space.
Work with the Facilities Services Manager, building management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space.
Support space management activities, including assisting with the coordination of desk moves.
Support maintenance of local asset inventory listings and floor plans
Participate in Day 1 orientation for new hires.
Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures
Other responsibilities as identified by the FSM which may include work on special projects.
Escalate questions/concerns to the Facilities Services Manager
Conference/meeting room support, setup, and catering
Monitor to ensure housekeeping standards are maintained in meeting rooms.
Track upcoming meeting room bookings.
Ensure meeting rooms are set-up as requested.
Ensure technology is in working order, troubleshoot audio visual equipment issues, coordinate repairs as needed.
Coordinate and reconfirm room set up and catering, liaise with host regarding special needs (i.e., food allergies), ensure catering presentation meets requirements, appropriately refrigerate and heat food, display signage for specialty foods, discard perishable leftover food, ensure that the room is cleared ahead of the next meeting booking.
Ensure compliance with the Meeting Room, Catering, Conferencing Standard Operating Procedures
Develop and maintain strong relationships with caterers and local vendors; monitor performance and escalate questions/concerns to the Facilities Services Manager.
Print
Mail, Print
Manage post and courier services to ensure timely collection and delivery, process outgoing mail and courier services procedures, using a computer to process courier mail
Assist colleagues with using Production Central
Troubleshoot printer problems.
Coordinate maintenance of production equipment including printers, binding equipment, laminator, shrink wrap, postage machines, and courier label machines.
Oversee stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records.
Escalate Uniflow secure print issues following defined protocols.
Ensure compliance with Mail, Print, Reprographics Standard Operating Procedures
Back up to reception when needed.
THE REQUIREMENTS
4+ years of experience providing general office support in a professional office environment.
Relevant experience in printing and production
Solid customer service skills
Strong interpersonal skills and the ability to deal professionally with clients, vendors, and colleagues on the phone and in person.
Professional demeanor and appearance (business casual dress attire)
Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency.
Reliable and punctual
Strong organizational and time management skills, with demonstrated ability to multi-task and prioritize effectively.
A strong focus on detail and accuracy of work
Ability to communicate effectively, both verbally and in writing, in business standard English and in local language as appropriate
Basic knowledge of Microsoft Office suite
Knowledge of AV equipment and limited technology typically used in a meeting environment.
Heaving lifting will be required (25 lbs.)
Occasional overtime may be required.