Facilities Assistant HiscoxJob ID: 6813
Employment type: Permanent - Full time
Preferred education: Degree or equivalent
Position: Facilities Assistant
Reporting to: Facilities Manager
Location: White Plains or Atlanta
About Hiscox US
Hiscox USA was established in 2006 to focus primarily on the needs of small and middle market commercial clients, via both the broker and direct distribution channels and is today the fastest-growing business unit within the Hiscox Group.
Today, Hiscox USA has a talent force of about 420 employees mostly operating out of 6 major cities - New York, Atlanta, Dallas, Chicago, Los Angeles and San Francisco. Hiscox USA offers a broad portfolio of commercial products, including technology, cyber & data risk, multiple professional liability lines, media, entertainment, management liability, crime, kidnap & ransom, commercial property and terrorism.
The Role & Team:
We are looking for an organized, self-sufficient, energetic, and dynamic Facilities Assistant with experience supporting multiple requests and initiatives, collaborating with colleagues including members of Corporate Services; (Facilities, Admins and IT) and interfacing with stakeholders and executives, preferably with an international corporation. The position requires strong Outlook and MS Office skills, as well as a comfort level with a tracking system, general problem solving skills, excellent interpersonal skills, a positive/ customer focused attitude and the ability to work well with all level stakeholders of the organization, as well as outside guests and vendors.
Work closely with the Corporate Services/Facilities and Administrative Teams to intake, triage and track employee requests, relating to the real estate portfolio. This role will liaise with service providers , adhere to guidelines and SLAs, secure sign off and report on delivery. Additionally, this role will collaborate and escalate to the Change Team for larger projects to ensure visibility into the overall Change Portfolio. The role will support the US offices in relation to building maintenance, corporate services, facilities management, some intersection with IT, and escalation to projects for the Change portfolio. The following highlights the primary tasks, but the role is not limited to:
Issue intake and creation of tickets (application TBD)
Examples of issues will include, but is not limited to: security, supplies, floral, coffee, office décor, basic repairs, painting, carpet, mail providers, H&S items, carbon foot printing ergonomics requests, furniture, copiers, printers, videos conferences, building services, etc.
Verify scope and vet requests
Identifying Cost Center to Fund requests
Secure Sign Off
Assign to Appropriate Work streams
Ensure on time and on budget completion
Responsible for Initial Vendor Set Ups for larger projects and build outs, while consulting with colleagues and ensuring local execution is in place
Maintain relationships with same local admins and new and existing vendors to perform and resolve BAU issues (post tracking)
Identify themes of issues, suggest improvements, and participate with development of continuous process improvement to be integrated into the handbook.
- Bachelor’s degree and/or minimum 5-7 years of administrative or office facilities experience
- High Proficiency in Microsoft Office – especially a mastery of Outlook, with demonstrated expertise in Word, Excel, and PowerPoint
- Able to multi-task and be flexible to handle multiple deadlines
- Exceptional interpersonal and time management skills
- Excellent written and verbal communication skills
- Self-starter with strong sense of ownership and involvement is critical.
- Maintain a high degree of confidentiality at all times