Back Facility Operations Admin

• 24845 Administrative Assistant Contract 11627 Sep 25, 2026 Conshohocken , Pennsylvania We are seeking a Facility Operations Admin for assignment in Conshohocken, Pennsylvania.

The selected candidate will be responsible for administrative, financial and technical aspects of managing facility operations, maintenance, projects, and support activities of in-house and subcontractor work. Hours are Monday

• Friday, 7:00am
• 4:30pm Responsibilities
• Mailroom duties, receiving mail, contacting participants, weighing/sending out mail & packages occasional trip to post office, using Fedex account w/proper account coding, creating labels & packing up shipments to go out, taking to fedex box. Receive packages from fedex, UPS, USPS, Amazon & coordinate p/u w/employee & secure until retrieval
• Unloading & running dishwashers, stocking kitchens each day, monitoring stock levels & placing supply order.

Reviewing/reconciling delivery ticket to order placed, then to invoices of orders for accuracy. Wiping down kitchens as needed, emptying coffee packets, straightening up kitchen area midmorning & end of day. Handle repairs & maintenance as appropriate, coordinating coffee vendors for machines, replacing refrigerator filters when necessary, keeping on top of cleanliness & issues as they appear and proactively, responding quickly to a complaint or potential safety issue (leaking water etc)

• Refill printers' w/paper daily, monitor stock levels & place order as necessary. Assist people with learning to use the printers & plotters themselves. Point of contact for printer/plotter issues/breaks/fix needs, handling technicians when on site. Handle stock levels for toner as needed
• Office Supplies, stock office supplies as needed in cabinet, track supply levels & report when an order needs to be placed
• Monthly office safety tracking tool, handle monthly completion of track record platform that includes duties like checking fire extinguisher tags, ensuring updates are done for HSE docs, ensure we're up to date inspections, filters etc, uploading invoices/receipts & confirmations of annual safety training & drills as they are due etc.
• Operator sustainability tracking tool for office, save monthly invoices in network file folder and upload info and invoice to OSTT tracking tool each month to monitor our utility consumption & quantify our shred/recycle efforts
• Reception desk back up coverage, answering door for breaks and vacation time, helping visitors get in & following front desk procedures, ensuring catering gets where it's supposed to go. Provide excellent customer service, helping employees & visitors get acclimated in the office
• Receive & review invoices to verify for accuracy, scan/save invoices in vendor folders using established file name format, submit invoices to AP if accurate
• Communicate with office staff and property managers via email and/or signage for any bldg. issues, safety issues, janitorial issues as appropriate. This could include a wet paint sign, adding cones/caution tape to block an area off, redirecting traffic if a repair is being done, posting "out of order, service call has been placed" signs, etc.
• Act as the HSE partner for office, training provided, includes being a floor warden & assisting during emergency evac drills, becoming 1st aid/cpr/aed trained when able, being informed & knowledgeable of HSE plans, HSE & emergency procedures, being a backup lead for HSE events that may occur at our bldgs., acting & prioritizing the safety of ppl in our space
• Ensuring the security of the physical office space in accordance with security guidelines; ID badge creation and recovery, access card and visitor management, daily headcount report, employee vehicle parking file, communication regarding emergencies
• Professional on-hand customer service support for office needs which can include, setting up for company picnic, blocking parking areas w/cones, being point of contact for table rental company, adding trash/recycle cans as needed, addt'l chair set ups for mtgs, conf room changes to room, adding tables when needed. This role is always evolving to meet the high needs of our ever-changing office
• Installing monitors, installing/connecting docking stations, testing & troubleshooting workstation equipment, testing/troubleshooting AV equipment in conf rooms, replacing cords/cables, troubleshooting small user needs, directing ppl to IT chat, IT 800# & help hub ticket system, ordering replacement IT items for desks as needed
• Handle light maintenance requests for the office (tightening a loose leg, repairing/replacing a chair arm or caster, plunging a toilet, turning off the water from a leak etc), inspect/review concerns, attempt to resolve/fix/repair, if possible, if not fwd request to tech/vendor, coordinate vendor arrival & onsite visit, f/u & monitor until issue is resolved & update the tracking log throughout the process Qualifications•High School Diploma or GED•Proficient in Microsoft Office and Adobe•Some working knowledge of hand tools (level, drill, tape measure)•Some basic IT knowledge (monitor installs, docking station set-up, etc.

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