to fill all Reception administrative duties including handling Reception phone and email inquiries, reporting, filing, managing supplies, setting up meetings, reserving conference rooms, managing badge access and general administrative support.
To log visitors and vendors on site to perform services.
To assist the Facilities function with project and business management support.
To ensure office is compliant with safety standards.
To provide customer service.
Job Family: Facilities Management
Reports To: (High Level) Facilities Special Operations Supervisor
Location: Shale Field or Satellite Office
Function: Facilities Management
Key Dimensions: Key Relationships:
Site team members
Facilities Management team members
HSE team members
Outside Facilities service providers
Core & Accountabilities
Operations Service Delivery - assist customers with general facilities requests. Follow Standard Operating Procedures and associated process flow diagrams
Evaluate work place layout in order to implement work flow improvements. Able to perform in the following areas:
Mail Service - shipping, receiving & delivery
Reception & Badge Access - visitor management, badge activation/termination, incoming calls
Fleet Management - coordinate delivery of fleet vehicles, inspect vehicles, ensure initial safety standards met by drivers, issue keys / gas cards to drivers
Safety - coordinate safety inspections of facilities, bi-annual fire drills, fire warden training, fire extinguisher inspection, etc.
General Administrative Support - Company Store & office supply orders, conference room coordination, typing, filing, meeting set-up, conducting New Hire Orientation
Vendor Coordination -Have basic knowledge of the vendor schedule and purpose of visit
Behavioural & Leadership Competencies
Working with Others - maintain a positive outlook under stress. Seek appropriate guidance on sensitive customer service issues. Work effectively and efficiently with internal and external customers.
Safe Practices - follow safe work practices by complying with rules and report potentially unsafe observations to Supervisor. Qualification
4-6 years experience in customer service and administrative support
Proficient with Microsoft Office Suite
Possess soft skills and communication skills
Familiarity with process documentation, policies and procedures