Facilities Assistant

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Job Category: 
Santa Rosa, CA, United States

Under general supervision, the Facilities Assistant provides daily support to the Administrative Services Department and handles a wide variety of situations and confidential information. Assists Facilities Coordinator and Receptionist by providing secondary support for facilities, reception, and mailroom.


Facilities Support (including but not limited to):

  • Light building maintenance including lighting, restrooms, cubicles, outdoor areas, etc.
  • Weekly inventory of supplies for all break rooms, copy rooms and supply rooms; notify Facilities Coordinator when supplies are low
  • Assist with one-off moves within the corporate campus, including assisting employees with moving their personal belongings to their new spaces
  • Prepare offices/cubicles for new hires, including cleaning and stocking for new employee
  • Assist with whole office moves, including preparing punch lists of employee requests: white boards, pictures, keyboard trays, VeriDesks, cork boards, etc.
  • Assist with department and community service projects as needed (Coat & Food Drives, Halloween Party, Blood Drive, CPR/AED Training etc.) Vendor relationship/management (coordinate appointments, ensure completion of work, check requests, etc.)
  • Assist with Mailroom Services:
  • Distribution of US Mail, FedEx, UPS and inter-office mail to all corporate campus buildings
  • Assist employees with mailroom functions and procedures
  • Other duties as requested


Reception Support (including but not limited to):

  • Serve as secondary back up for Receptionist including front desk and mailroom operations
  • Operate switchboard as needed and direct incoming calls to appropriate party
  • Greet guests, vendors and ‘drop-ins’ and notify appropriate parties as needed


Essential Skills, Experience, and Education

  • 1 year of office administration experience preferred
  • High School diploma or equivalent
  • Ability to manage multiple projects in a fast-paced, changing environment while maintaining attention to detail
  • Ability to maintain confidentiality
  • Ability to work independently and act on own initiative
  • Ability to communicate and interact successfully with all levels of the organization
  • Intermediate competency with MS Outlook, Word, Excel and Visio

Physical Requirements

  • Must be able to lift or carry up to 50 pounds
  • Ability to sit or stand for prolonged periods of time
  • Ability to climb, stoop, kneel, crouch or crawl for short periods of time

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