Assistant Facilities and General Services Coordinator

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Job Summary:

International Registries is an industry leader in Maritime and Corporate Registries with over 28 offices worldwide and is seeking the right individual to join our team in Reston, Virginia! The Assistant Facilities and General Services Coordinator is responsible for supporting the efficient operation and maintenance of the company's facilities and general services. This includes overseeing the maintenance of buildings, managing vendor relationships, and supporting the daily operations of the facility to create a safe and effective work environment for all employees.

Key Responsibilities:

• Facilities Maintenance:
  • Assist in the day-to-day operations and maintenance of the office buildings, including monitoring and ensuring cleanliness and safety standards.
  • Coordinate with external contractors for repairs and routine maintenance.
  • Ensure that facilities are compliant with health and safety regulations.
  • Understand current and future projects scope and timelines. Assist with preparation and wrap up tasks.
• General Services:
  • Oversee general office services such as mail distribution, office supplies, and equipment setup.
  • Handle requests related to facilities, including workstations, conference rooms, and common areas.
  • Coordinate with other department leads on inventory amounts and ordering.
  • Assist with any security/weather emergency/property related issues with local law enforcement and first responders.
• Vendor Management:
  • Assist in managing relationships with service providers (e.g., cleaning, security, office supplies, etc.).
  • Track vendor performance, ensuring service level agreements (SLAs) are met.
• Health & Safety:
  • Help with health and safety audits and ensure compliance with internal policies and external regulations.
  • Assist in emergency preparedness plans and conduct fire drills and other safety exercises.
• Mailroom Support:
  • Understand cost-effective shipping methods.
  • Audit vendor invoices on a weekly basis.
  • Coordinate special delivery arrangements or express services as needed.
  • Maintain a clean and organized mailroom environment.
• Project Assistance:
  • Support the Facilities Manager in planning and coordinating office relocations, refurbishments, and upgrades.
  • Assist in managing space allocation and planning for new office setups or rearrangements.

Required Qualifications:

• High school diploma or equivalent (Associate's or Bachelor's degree in facilities management, business administration, or a related field is a plus).
• 1-2 years of experience in facilities management, general services, or a related role.
• Knowledge of safety regulations and maintenance procedures.
• Strong organizational and multitasking abilities with the ability to think outside the box.
• Ability to work independently and as part of a team.
• Excellent communication and interpersonal skills.

Desired Skills:

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with facilities management is a plus.
• Ability to handle emergencies and resolve conflicts efficiently.
• Knowledge of sustainable practices in facilities management.

Physical Requirements:

• Ability to lift or move up to 100 pounds.
• Ability to stand, walk, and perform physical tasks as needed for facilities-related activities, including climbing ladders and navigating through constricted spaces.