Facilities Assistant

Job Title: Facilities Assistant
Location:  Oakland, CA 94609
Duration: 10 Months+ Contract (possible extension)

Pay Range: $25 - $27/hr. on W2

Schedule: Monday - Friday | 7:30 am - 4:00 pm | Initial assignment length approx. 3 months.
 
Job Summary:
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 orders, 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 include walking tours of the facility, plus walking throughout the entire campus to post signs, interact with the finance department, mail rooms, and other related areas.
 
Key Responsibilities:

• Collaborate with the University and external clients to meet class and event needs by addressing inquiries related to organization, availability, and providing facility tours as required.
• Support clients by assigning appropriate spaces and security while coordinating additional services as necessary.
• Partner with the Media Services Department to ensure required equipment is available for designated dates and times.
• Oversee services provided by EVS housekeeping and catering to ensure the building and rooms are properly arranged, set up, and cleaned promptly to accommodate scheduled events.
• Manage routine correspondence professionally with internal and external stakeholders.
• Generate reports and coordinate preparation of daily event reports.
• Process work orders for office and building supplies.
• Answer phone calls and provide information.
• Ensure timely retrieval of payments prior to events and process invoices efficiently when applicable.
• Manage TDX work orders using the TDX Ticketing System to ensure all tickets are addressed promptly and effectively.
• Communicate regularly with the client community to provide updates on ticket status.
• Work closely with the Engineering team to resolve issues and complete tasks efficiently.
• Assist and provide backup with badging and access duties, including creating badges for students, staff, faculty, and guests.
• Assist with key assignments and collection of keys upon return.
• Perform other duties as assigned.

 
Skills:

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Desired experience in 25LIVE Scheduling system, DNA Fusion, and TDX Ticketing system.
• Excellent concentration and attention to detail.
• Ability to work independently, troubleshoot, and make good decisions.
• Must be able to perform all duties in a timely manner.
• Physical ability to lift, bend, push, pull, kneel, stand, and 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 a high traffic, people-oriented environment.