Facilities Assistant

Facilities Assistant

The Facilities Assistant supports the coordination of events and daily operations by collaborating with internal and external clients to address scheduling space allocation, and logistical needs. The Facilities Assistant utilizes the TDX ticketing system to handle work order, provide updates, and resolve issues in collaboration with the Engineering team. They also assist with access Management tasks, such as creating badges for Faculty, staff, students, and guests and managing key assignments. This position requires strong organizational skills, attention to detail and effective communication to ensure operational excellence.

Basically deskwork, but daily activities including walking tours of the facility, plus walking throughout the entire campus to post signs, interact with finance department, to mail rooms and other related areas

The Facilities Assistant collaborates with the University and external clients to meet their class and events needs by addressing inquiries related to organization, availability, and providing facility tours as required. The coordinator supports clients by assigning appropriate spaces and security while coordinating additional services as necessary. This role also includes partnering with the Media Services Department to ensure required equipment is available for designated dates and times. Additionally, the coordinator oversees services provided by EVS housekeeping and catering services to ensure that the building and rooms are properly arranged set up and cleaned promptly to accommodate scheduled events.

The Facilities Assistant collaborates professionally with both internal and external stakeholders to manage routine correspondence, generate reports, and coordinates the preparation of daily event reports. Additionally, responsibilities include processing work orders for office and building supplies, answering phone calls and provide information. This role ensures timely retrieval of payments prior to events and processes invoices efficiently when applicable.

The Facilities Assistant manages TDX work orders using the TDX Ticketing System. This will ensure that all tickets are addressed promptly and effectively. This role involves regular communication with the SMU community to provide updates on ticket status. The coordinator also works closely with the Engineering team to resolve issues and complete tasks efficiently.

The Facilities Assistant will assist and provide backup with badging and access duties. This will include creating badges for students, staff, faculty, and guests. Assist with key assignment, and collection of keys upon return.

Other duties as assigned

Skills:

Proficient in Microsoft office (outlook, word, excel, power point)

Desired Experience in 25LIVE Scheduling system, DNA Fusion and TDX Ticketing system

Excellent concentration attention to detail

Ability to work independently, troubleshoot, make good decisions

Must be able to perform all duties in a timely manner

Physical ability to lift, bend, push, pull, kneel, stand, walk

Must be able to express or exchange ideas by means of effective verbal communications

Ability to receive detailed information through verbal communication

Light lifting up to 40 pounds

Education:

High School diploma or general education degree (GED); some college preferred

Two years related experience working in high traffic, people-oriented environment

Languages:

English Read Write Speak

Skills:

Required: CUSTOMER SERVICE, MICROSOFT OFFICE, EVENT PLANNING, DETAIL ORIENTED, TEAM PLAYER

Additional: FACILITIES OPERATIONS, TIME MANAGEMENT, TROUBLE TICKETS, ORGANIZATIONAL SKILL, PROCESS INVOICES, HOUSEKEEPING, SCHEDULING, CATERING SPACE ALLOCATION, CORRESPONDENCE, OPERATIONS

Languages: English (Speak, Read, Write)

Minimum Degree Required: Completed High School (Diploma or GED)