Facilities Operations Floater

Job Title: Facilities Operations Floater

The Facilities Operations Floater is a cross-trained member of the Workplace Services team responsible for providing operational support across Mail Services, Reception, Guest Relations, Conference Services, and Workplace Operations.

This position ensures seamless daily operations by providing coverage for scheduled absences, peak business periods, special events, and departmental projects while delivering exceptional customer service to employees, clients, and visitors.

The ideal candidate is highly organized, adaptable, customer-focused, and capable of working independently in a fast paced corporate environment.

Key Responsibilities

Mailroom Operations

• Process and manage all accountable (signature-required) packages received from USPS, FedEx, UPS, DHL, couriers, and messenger services.
• Receive, sign for, sort, scan, and distribute incoming mail and packages throughout the day.
• Deliver and collect mail and packages on assigned floors according to established schedules.
• Prepare outgoing domestic and international shipments, ensuring proper packaging and labeling.
• Investigate and resolve missing or delayed packages.
• Maintain knowledge of employee seating locations and departmental moves to ensure accurate deliveries.
• Operate mailroom equipment and shipping systems.
• Maintain organized mailroom work areas and replenish mailroom supplies.
• Escort couriers, delivery personnel, and vendors as needed.
• Assist with special mailroom projects and departmental requests.

Reception Guest Services

• Professionally welcome, greet, and assist all employees, clients, vendors, and visitors upon arrival.
• Manage the reception desk while providing a positive first impression of the organization.
• Register visitors, issue visitor badges, and notify hosts of guest arrivals.
• Answer and direct incoming telephone calls in a courteous and professional manner.
• Maintain visitor logs and ensure compliance with security and building access procedures.
• Provide general information and directions to visitors and employees.
• Coordinate with Security, Facilities, and other departments to ensure a seamless guest experience.
• Monitor reception and lobby areas to maintain a clean, organized, and welcoming appearance.

Maintenance Event Support

• Assist with conference room setup, breakdown, and room resets.
• Coordinate with the Facilities Maintenance Team to ensure meeting rooms and event spaces are properly arranged for meetings, town halls, client presentations, and special events.
• Assist with furniture setup, room configurations, signage placement, and event logistics.
• Support catering deliveries, setup, replenishment, and cleanup.
• Ensure meeting rooms are fully stocked with required supplies before meetings.
• Respond promptly to meeting support requests throughout the day.

Re-Set

• Maintain clean, organized, and fully stocked pantry areas.
• Restock coffee stations, beverages, snacks, and pantry supplies.
• Replenish copy room paper and office supplies.
• Receive and distribute workplace supplies to assigned floors.
• Collect lost and found items from designated areas.
• Report maintenance issues, safety concerns, or supply shortages promptly.
• Support workplace appearance initiatives to maintain Class A office standards.

General Facilities Support

• Cross-train in all Workplace Services functions to provide operational coverage.
• Assist with office moves, departmental projects, and special assignments.
• Support emergency response activities when required.
• Maintain accurate records and complete assigned administrative tasks.
• Safely lift and transport materials weighing up to 25 pounds.
• Perform additional duties as assigned.

Qualifications

• 2–5 years of experience in corporate facilities, hospitality, reception, conference services, mailroom operations, or workplace services.
• Exceptional customer service and interpersonal skills.
• Professional appearance and communication skills.
• Strong organizational and time management abilities.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Comfortable interacting with executives, employees, vendors, and clients.
• Working knowledge of Microsoft Office and workplace technology.
• Ability to work independently and as part of a collaborative team.
• Flexibility to work overtime or adjust schedules to support business needs.

Physical Requirements

• Ability to stand and walk for extended periods throughout the workday.
• Ability to lift, carry, push, or pull up to 25 pounds.
• Ability to bend, reach, climb stairs, and perform routine physical workplace tasks.
• Ability to work throughout multiple floors of the facility.

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without noti…