Facilities Associate

Position Summary

SPS is seeking a savvy, service-oriented Temporary Facilities Associate to support day-to-day workplace, facilities, and administrative operations. This role serves as a key point of contact for employees, visitors, vendors, property management, and internal support teams, ensuring the office environment is organized, functional, professional, and well maintained.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced corporate environment.

Key Responsibilities

Facilities & Office Operations

• Manage office supplies, kitchen/breakroom inventory, and operational materials through proactive monitoring, ordering, receiving, and organized storage.
• Maintain clean, organized, and professional lobbies, conference rooms, kitchens, breakrooms, and common areas.
• Coordinate janitorial and cleaning services and follow up on service needs.
• Conduct routine workplace inspections and identify maintenance or service issues.
• Serve as the primary tenant-side contact for property management on routine and urgent facility matters.
• Submit, monitor, and follow up on work orders involving HVAC, electrical, plumbing, repairs, and other building systems.
• Escalate emergency facility issues appropriately and ensure timely communication to management.

Reception & Visitor Services

• Serve as the first point of contact for visitors, employees, and guests.
• Maintain a professional and welcoming reception area.
• Coordinate visitor flow, access, and general assistance.
• Support office events, meetings, and special activities, including food ordering, delivery, and setup.

Mail, Shipping & Receiving

• Receive, sort, track, and distribute incoming mail, courier packages, and overnight deliveries.
• Coordinate outgoing shipments and courier services.
• Maintain secure package staging and appropriate chain-of-custody documentation when required.
• Ensure timely delivery of packages and accurate tracking of shipments.

Employee & Workplace Support

• Support employee onboarding and offboarding logistics, including badge coordination, workstation or office assignments, equipment collection, and access-related needs.
• Partner with IT and other internal support teams to assist employees with workplace and equipment needs.
• Maintain accurate records related to office assets, supplies, badges, parking, and workplace services.

Parking Administration

• Manage employee and visitor parking administration, including:
  • Parking assignment and issuance
  • Permit tracking and retrieval
  • Parking disputes and questions
  • Coordination with property management and parking operators
• Maintain accurate parking records and ensure compliance with site procedures.

Qualifications

• 2+ years of experience in facilities, office administration, workplace services, hospitality, or a related field preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Professional, polished, and customer-service-oriented demeanor.
• Ability to manage multiple priorities and respond effectively to changing needs.
• Strong attention to detail and follow-through.
• Comfortable working with employees, executives, visitors, vendors, and property management.
• Proficiency with Microsoft Office and standard workplace technology.
• Ability to work independently while collaborating effectively with internal and external partners.

Key Competencies

Facilities Coordination | Workplace Services | Office Administration | Reception & Visitor Services | Mail & Shipping | Inventory Management | Vendor Coordination | Property Management | Work Order Management | Employee Onboarding/Offboarding | Parking Administration | Customer Service | Event Support

Success in This Role

Success as a Facilities Associate means ensuring the workplace operates smoothly, efficiently, and professionally every day—with issues identified early, requests followed through to completion, and employees, clients, and visitors receiving a high level of service.

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 notice.