Office Services Assistant

About Franke

We, the Franke company with its three divisions, are a world's leading supplier of products and services for domestic kitchens, the professional foodservice systems and the convenience store sector as well as for professional coffee making. With around 60 companies, we are at home on five continents. Over 8,000 employees constantly take on new perspectives to identify opportunities and turn them into inspiring, innovative solutions for tomorrow’s demands.

About the job

SUMMARY
The Office Services Assistant I supports office administrative and facilities functions and processes. Assists with planning and coordinating office-wide processes such as facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders

Your tasks

ESSENTIAL DUTIES AND RESPONSIBILITES

• Scheduling appointments, meetings, and conference calls as directed.
• Monitors inventory and places orders for office equipment, supplies, or provisions.
• Processes mail and invoices • Act as backup for receptionist including phone coverage, greeting visitors, mail room and other front office duties
• Address routine day-to-day problems or coordinates with stakeholders to obtain solutions.
• Creating spreadsheets and entering data into spreadsheets or databases.
• Maintaining files, databases and contact lists.
• Keeping track of schedules and deadlines.
• Preparing and editing documents, reports, and presentation.
• Drafting emails, memos, and other correspondence.
• Liaising between departments, clients, and vendors.
• Handling inquiries and responding to requests.
• Assisting with organizing office events, workshops, or meetings.
• Coordinating catering and meeting room setup.
• Multitask and prioritize tasks in a busy environment.
• Assist the Facility Director with completing daily, weekly, monthly, quarterly, annual reports and projects.
• May assist with employee onboarding including office tours.
• Support facility safety goals an objectives, may participate on Safety committee.
• Assist the Facility Director with enforcement of guidelines and procedures.
• Manages all aspects of company fleet including registration and servicing.
• Ability to effectively monitor and communicate to members, guests, and staff.
• Handle sensitive information with discretion and maintain compliance with privacy policies.
• Work flexible hours including mornings, evenings, some weekends, and holidays including during office closures.
• Punctuality, accuracy and the ability to meet deadlines is required.
• Performs other duties as assigned.
• Regular and reliable attendance.

Requirements

KNOWLEDGE, SKILLS AND ABILITIES

• High proficiency in office software (e.g., Microsoft Office).
• Strong organizational and administrative skills
• Excellent time management skills
• Working knowledge of office equipment
• Ability to create presentations using Microsoft office products.
• Ability to create reports and analyze data, extracting data from various databases.
• Intermediate Skills Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
• Basic Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.

EDUCATION and/or EXPERIENCE
• High School diploma or GED.
• Minimum two years of office/facilities coordination experience or combination of education and experience

SUPERVISORY RESPONSIBILITIES
Does not directly supervise staff.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Subject to inside environmental conditions: Protection from weather conditions but not necessarily from
temperature changes. Ability to lift 50 lbs.

Compentencies

• Problem Solving - Uses rigorous logic and methods to solve problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.
• Organizing - Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.
• Written Communications - Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.
• Oral Communications - Is able to verbally communicate clearly and effectively with others.
• Collaboration - the ability to collaborate with all levels of management across multiple sites and functions is required.
• Time Management - Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities.
• Attention to Detail - the ability to work with complex data and ensure accuracy of the data.
• Computer Skills - Advanced computer skills including Microsoft Office suite including Excel, PowerPoint, Smartsheet, and facilities management software and other platforms.
• Ambiguity - Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; doesn’t have to finish things before moving on; can comfortably handle risk and uncertainty.
• Technical Learning - Picks up on technical things quickly; can learn new skills and knowledge; is good at learning new industry, company, product, or technical knowledge - like internet technology.
• Action Oriented - Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with a minimum of planning; seizes more opportunities than others.
• Approachability - Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower, getting informal and incomplete information in time to do something about it.
• Peer Relationships - Can quickly find common ground and solve problems for the good of all; can represent his/her own interests and yet be fair to other groups; can solve problems with peers with a minimum of noise; is seen as a team player and is cooperative; easily gains trust and support of peers; encourages collaboration; can be candid with peers.

What we offer you

• Comprehensive benefits package (Health, Vision, Dental, and More) starting day 1
• Free onsite clinic
• Free life insurance
• 401k match up to 4%
• Paid time off and 11 holidays.

Contact details