Facilities Assistant

Facilities Assistant

Location: Irvine, CA 92614 Duration: 6 Months (Potential Extension)

Position Summary

The Facilities Assistant provides hands on operational support for the day to day management of the corporate headquarters. This role assists with building maintenance coordination, furniture moves and reallocation, event setup and breakdown, mailroom operations, employee support requests, vendor coordination, and general workplace services. The Facilities Assistant helps ensure a safe, organized, and professional work environment while delivering excellent internal customer service.

Essential Duties and Responsibilities

Facilities Operations & Building Maintenance

• Conduct routine walkthroughs of office floors, conference rooms, break rooms, and common areas to identify maintenance and housekeeping needs.
• Submit, track, and follow up on maintenance requests involving HVAC, electrical, plumbing, lighting, furniture, and general repairs.
• Assist with office moves, workstation setups, space reconfigurations, and departmental relocations.
• Support workplace safety initiatives and maintain a clean and professional office environment.
• Assist with vendor access and coordination for onsite maintenance and repair activities.
• Monitor inventory of office, break room, and facilities related supplies.

Furniture Management & Event Support

• Coordinate furniture delivery, assembly, relocation, and storage.
• Reconfigure workspaces, conference rooms, and collaboration areas as business needs change.
• Assist with setup and breakdown of company meetings, training sessions, town halls, employee engagement activities, and special events.
• Arrange tables, chairs, equipment, signage, and other event related materials.
• Maintain inventory of furniture and event equipment and recommend replacements as needed.
• Support post event cleanup and restoration of workspace configurations.

Mailroom & Correspondence Administration

• Receive, sort, and distribute incoming mail, packages, and courier deliveries.
• Process outgoing shipments through USPS, UPS, FedEx, DHL, and other carriers.
• Maintain package tracking logs and delivery records.
• Coordinate confidential and priority correspondence with internal departments.
• Manage interoffice mail distribution and support department shipping requests.
• Maintain mailroom supplies and ensure efficient mailroom operations.

Employee & Workplace Support

• Respond to employee facilities requests and resolve routine workplace issues.
• Support visitor management processes and workplace access administration.
• Assist with conference room readiness and common area appearance.
• Coordinate office supply distribution and replenishment.
• Provide general support for workplace experience initiatives and employee events.

Administrative Duties

• Maintain facilities records, work orders, service requests, and inventory logs.
• Track vendor service completion and escalate unresolved issues.
• Assist with invoice processing and documentation for facilities related expenditures.
• Support facilities reporting and operational projects as assigned.

Qualifications

• Associate degree or equivalent experience preferred.
• 2+ years of facilities, office services, mailroom, workplace operations, hospitality, or related experience.
• Strong organizational and customer service skills.
• Ability to perform physical tasks including lifting, moving, and assembling furniture and equipment.
• Proficiency in Microsoft Office applications.
• Ability to prioritize multiple requests and perform in a fast paced environment.
• Strong communication and problem solving skills.

Physical Requirements

• Frequently lift and move items up to 50 pounds.
• Ability to stand, walk, bend, and move throughout a multi floor office environment.
• Ability to assist with furniture relocation, event setup, and workplace reconfiguration activities.