Key Responsibilities and Required Skills for Facilities Clerk

🎯 Role Definition

We're looking for a highly organized and proactive Facilities Clerk to be the backbone of our workplace operations. In this essential role, you will be the go-to person for maintaining our office environment, ensuring it runs smoothly, safely, and efficiently. You will directly impact the daily experience of every employee by managing supplies, coordinating maintenance, and responding to facility-related needs. This is a fantastic opportunity for someone who thrives on creating order, solving problems, and providing outstanding support in a dynamic corporate setting. If you're passionate about making a tangible difference in the workplace, this role is your chance to shine.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Receptionist
Mailroom Clerk
Office Assistant

Advancement To:

Facilities Coordinator
Senior Facilities Clerk
Office Manager
Facilities Manager

Lateral Moves:

Purchasing Assistant
Operations Coordinator
Executive Assistant

Core Responsibilities

Primary Functions

Serve as the primary point of contact for all facility-related inquiries and maintenance requests, efficiently logging, tracking, and coordinating resolutions through our work order management system (CMMS).
Conduct daily, detailed walkthroughs of the entire office space to proactively identify and address maintenance, safety, and cleanliness issues, ensuring a pristine and professional environment.
Manage the complete lifecycle of office and kitchen supplies, including conducting regular inventory counts, anticipating needs, placing orders with approved vendors, and restocking all supply stations.
Oversee the intake, sorting, and distribution of all incoming mail and packages, ensuring timely and accurate delivery to the appropriate personnel and departments.
Coordinate the setup and breakdown of conference rooms and event spaces for meetings, training sessions, and company functions, including arranging furniture, A/V equipment, and catering.
Act as the main liaison for external service vendors, such as cleaning crews, HVAC technicians, plumbers, and electricians, by scheduling appointments, escorting them on-site, and verifying work completion.
Support space management efforts by assisting with employee desk moves, office reconfigurations, and maintaining up-to-date seating charts and floor plans.
Manage the building access control system, including the creation, activation, and deactivation of employee key cards and badges, and maintaining an accurate access log.
Assist the Health & Safety committee by participating in emergency preparedness drills, maintaining first aid kits, and ensuring fire extinguishers and safety signage are compliant and up-to-date.
Provide exceptional customer service to all employees, responding to facilities-related questions and concerns with professionalism, urgency, and a solutions-oriented mindset.

Secondary Functions

Provide backup coverage for the reception desk, professionally greeting visitors, answering the main phone line, and directing inquiries as needed.
Assist with the processing and coding of facility-related invoices, ensuring accuracy and timely submission to the accounts payable department.
Support the Facilities Manager and broader operations team with special projects, such as office renovations, furniture upgrades, or the implementation of new workplace programs.
Maintain organized and accurate records of maintenance activities, vendor contracts, and facility-related expenditures for reporting and budget tracking.
Handle basic, hands-on maintenance tasks including but not limited to changing light bulbs, assembling small furniture, hanging pictures, and other minor repairs.
Manage the logistics of outgoing shipments and courier services, ensuring packages are properly prepared, labeled, and dispatched in a timely manner.
Coordinate with the IT department to ensure proper setup of workstations for new hires and successful equipment retrieval from departing employees.
Monitor and maintain the aesthetic and functional quality of common areas, including lobbies, kitchens, and collaborative spaces, to ensure they remain welcoming and fully operational.
Assist in the coordination of office-wide sustainability and recycling programs to support corporate green initiatives.
Maintain service logs for key office equipment (e.g., coffee machines, printers) and schedule preventative maintenance to minimize downtime.

Required Skills & Competencies

Hard Skills (Technical)

MS Office Suite: Strong proficiency in Microsoft Word, Excel, and Outlook for communication, tracking, and reporting.
CMMS/Work Order Systems: Experience using Computerized Maintenance Management Systems (e.g., ServiceChannel, OfficeSpace, UpKeep) to manage work orders and track assets.
Inventory Management: Proven ability to monitor stock levels, forecast needs, and manage the procurement process for office and facility supplies.
Vendor Coordination: Skill in scheduling, communicating with, and overseeing the work of external service providers.
Basic Maintenance Skills: Practical knowledge of basic repairs, tool usage, and general handyman tasks.

Soft Skills

Problem-Solving: A proactive and resourceful approach to identifying issues and implementing effective solutions with minimal supervision.
Communication: Excellent verbal and written communication skills for interacting clearly and professionally with employees, vendors, and management.
Time Management & Organization: Superior ability to prioritize multiple tasks, manage deadlines, and maintain an organized workflow in a fast-paced environment.
Customer Service Orientation: A dedicated and friendly approach to assisting colleagues and addressing their needs promptly and effectively.
Attention to Detail: Meticulous in carrying out tasks, from inspecting facilities to managing inventory and processing paperwork, ensuring accuracy and quality.
Adaptability: Flexibility to handle unexpected issues, changing priorities, and a wide range of responsibilities with a positive attitude.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's Degree or a professional certificate in a relevant field.

Relevant Fields of Study:

Facilities Management
Business Administration
Operations Management

Experience Requirements

Typical Experience Range:

1-3 years of experience in a facilities, office management, or administrative support role.

Preferred:

Prior experience in a corporate, tech, or fast-paced multi-floor office environment.
Demonstrated experience handling hands-on maintenance tasks and coordinating with external service vendors.