Workplace Services Assistant

  • Washington, DC
  • Full Time
  • Workplace Services
  • Entry Level

Title:                         Workplace Services Assistant

Reports To:             Director, Workplace Services

Job Summary:          The Workplace Services Assistant advances Heritage’s mission and enterprise strategy by delivering a first-rate workplace and exceptional customer experiences across Heritage’s 250,000 square foot multi-site campus on Capitol Hill, supporting a 400-person workforce, and 6,000 events per year. The Workplace Services Assistant is responsible for office space, moves, onboarding, amenities, parking, guest suites and furnishings.  The Workplace Services Assistant demonstrates excellent stewardship of Heritage resources and the highest standards of excellence to achieve departmental objectives and business results.

Job Duties:

Workplace Services:

  • Support other teams’ efforts to accomplish the mission and vision of Heritage by providing accurate operational guidance and timely customer-centric service. Establish and maintain strong relationships with counterparts on other Heritage operations and support teams.
  • Responsible for recommending office space allocation for new hires and coordinating individual office moves, including scheduling and communication, coordination with Information Technology; and overseeing the individual move.  
  • Support the onboarding of new hires and interns: ensure office space is prepared, building access fobs and keys are issued, new-hire communication is sent, and updates to the personnel locator and other spreadsheets are accurate.
  • Oversee amenities provided to the Heritage team, including the fitness center’s equipment and operations, locker rooms, nursing mothers’ room, bike storage, etc.; manage inventory and initiate procurement on all supplies related to these amenities.
  • Administers parking program, including parking facilities, and guest parking requests.
  • Administer corporate guest suites, including reservations, furnishings, supplies, communication, and turnover; procure guest suite supplies and maintain adequate inventory levels.
  • Regularly walk all Heritage properties to ensure appearance and maintenance of décor, furniture, and promotional materials.
  • Manage Heritage central supplies, including on-site inventory, responding to staff requests, and sourcing materials/supplies for engineers. 
  • Create, consolidate, and maintain data in various programs to include: office locations, hoteling office space, building access, key distribution, parking program, guest suite schedule, inventory lists, and equipment and finish schedules.   
  • Learn, monitor and assess the performance of contracted work against third-party vendor agreements.
  • Practice strong stewardship of resources through effective financial management processes including processing invoices and expense reports.
  • Responsible for scheduling meeting logistics, maintaining calendar and contacts, maintaining departmental records, and preparing expense reports.
  • Other duties as assigned.

Qualifications:

Education:                   Bachelor’s degree preferred.

Experience:                 2-4 years of relevant experience.  Facilities, and office administration a plus.

Communication:         Excellent verbal and written skills

Technology:                Microsoft Word (proficient), Microsoft PowerPoint (novice), Microsoft Excel (novice), Adobe Acrobat Pro DC.

Other Requirements:

  • Strong customer service skills
  • Strong organizational skills and attention to detail
  • Strong written and verbal communication skills
  • Strong critical thinking skills and ability to exercise sound judgement under pressure
  • Ability to trouble-shoot problems and anticipate consequences of actions
  • Understand and support the Heritage mission and vision for America, True North conservative principles and the department’s goals and objectives
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