Facility Services Associate

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership

Position Overview

The Facility Services Associate plays an important role in creating and maintaining a welcoming, functional, and well-organized workplace. This position provides a variety of workplace support services, including facilities coordination, mailroom operations, document scanning, pantry and conference room services, and reception coverage as needed.

This is a dynamic, hands-on role that requires flexibility and the ability to support multiple service areas based on daily business needs. Responsibilities may include receiving and distributing mail and packages, processing documents, maintaining office and common areas, replenishing supplies, coordinating conference room setups, supporting employee events, and providing backup front-of-house coverage.

The ideal candidate is proactive, customer-focused, detail-oriented, and comfortable shifting between responsibilities throughout the day. Above all, this individual takes pride in delivering exceptional service and ensuring the workplace operates smoothly and efficiently.

Duties and Responsibilities

Workplace & Facilities Services

• Maintain a clean, organized, and functional office environment, including common areas, conference rooms, breakrooms, and shared workspaces.

• Perform routine workplace inspections to identify maintenance needs, cleanliness concerns, safety issues, and opportunities for improvement.

• Coordinate basic office maintenance, furniture arrangements, workspace resets, and general upkeep.

• Submit and follow up on building maintenance requests, work orders, and service-related issues as needed.

• Assist with office moves, furniture assembly, equipment placement, and other workplace adjustments.

• Monitor office supply inventory and replenish or coordinate orders to maintain appropriate stock levels.

• Maintain organized supply closets, storage areas, and designated service spaces.

Mailroom & Document Services

• Receive, sort, process, and distribute incoming mail, packages, and other deliveries.

• Manage outgoing mail and shipping requests, ensuring proper preparation, labeling, and processing.

• Notify employees of incoming packages and deliveries through email or designated communication systems.

• Maintain accurate records and chain-of-custody documentation for mail and package transactions.

• Perform document scanning, indexing, and electronic distribution in accordance with established procedures.

• Operate and maintain office equipment, including multifunction printers, scanners, and other document processing devices.

• Monitor equipment functionality and replenish paper, toner, and other necessary supplies.

Pantry, Conference Room & Event Services

• Maintain pantry, kitchen, and breakroom areas by stocking supplies, organizing spaces, and performing routine checks throughout the day.

• Monitor inventory levels and coordinate replenishment of beverages, snacks, kitchen supplies, and other workplace essentials.

• Prepare conference rooms and meeting spaces according to client requirements, including furniture arrangements, equipment, and general presentation.

• Perform daily room resets to ensure spaces are clean, organized, and ready for upcoming meetings.

• Assist with the setup, breakdown, and coordination of employee events, catered meetings, luncheons, and other workplace activities.

• Coordinate with building management, vendors, and other service providers to support scheduled setups and workplace requests.

Reception & General Workplace Support

• Provide backup reception, lobby, or concierge coverage as needed, including greeting visitors, answering inquiries, and directing guests appropriately.

• Deliver professional, courteous, and responsive customer service to employees, visitors, and clients.

• Respond to workplace service requests and route inquiries to the appropriate individuals or departments.

• Proactively identify opportunities to assist other service areas and support overall site operations.

• Collaborate with SPS colleagues, client representatives, building management, and vendors to ensure consistent service delivery.

• Complete daily checklists, service logs, inventory records, and other operational reporting as assigned.

• Maintain confidentiality and exercise sound judgment when handling sensitive information, packages, or requests.

• Perform other related duties as assigned to support the overall workplace experience.

Qualifications & Education Requirements

• High school diploma or equivalent required.

• 1 year or more experience in facilities, office services, mailroom operations, hospitality, reception, customer service, or a related role preferred.

• Experience working in a corporate office or professional services environment is a plus.

• Strong customer service skills with the ability to interact professionally with employees, visitors, clients, and vendors.

• Excellent organizational skills and attention to detail.

• Ability to manage multiple priorities, adapt to changing needs, and work independently with minimal supervision.

• Basic computer proficiency, including Microsoft Office applications and the ability to learn various workplace systems and software.

• Strong verbal and written communication skills.

• Demonstrated initiative, dependability, and a willingness to assist across multiple service areas.

• Ability to maintain a professional appearance and demeanor.

• Ability to work assigned schedules and hours as determined by management.

Core Competencies

• Customer Service Orientation: Demonstrates a commitment to providing responsive, courteous, and professional service.

• Adaptability & Flexibility: Comfortable transitioning between different responsibilities and adjusting to changing workplace needs.

• Initiative & Accountability: Takes ownership of assigned responsibilities and proactively identifies opportunities to improve the workplace experience.

• Organization & Attention to Detail: Maintains accurate records, organized workspaces, and consistent service standards.

• Communication & Collaboration: Works effectively with team members, clients, employees, vendors, and building personnel.

• Problem-Solving: Recognizes workplace issues, identifies appropriate solutions, and escalates concerns when necessary.

• Professionalism: Demonstrates sound judgment, discretion, and a positive attitude in all workplace interactions.

Physical Requirements

This position involves a combination of standing, walking, lifting, carrying, bending, reaching, and other physical activities throughout the workday. Physical requirements may include:

• Ability to lift and carry packages, office supplies, equipment, and other materials weighing up to 40 pounds or more, as required by the assignment.

• Ability to push and pull standard wheeled carts with loads of up to 60 pounds.

• Ability to stand and walk for extended periods while performing workplace and facilities support duties.

• Ability to bend, kneel, reach, stretch, and occasionally climb or use a step stool to access supplies and perform routine workplace tasks.

• Manual dexterity and coordination necessary to operate office equipment, computers, scanners, printers, and other workplace tools.

• Ability to safely move furniture, arrange conference rooms, replenish supplies, and assist with event setups and breakdowns.

• Ability to perform repetitive physical tasks, including lifting, carrying, stocking, and organizing materials throughout the workday.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities.
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do.
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees.
• Paid Time Off: Full time: Minimum of 80 hours/calendar year. Part time/temporary: Minimum of 1 hour for every 30 hours worked. PTO amounts may increase based on tenure and/or the assigned account. PTO allows employees to take approved time off for any reason.
• Bonuses: Are available for employee and client referrals for current employees.
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking Pre-Tax Plans, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, and Entertainment Discounts.
• Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings.

Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law.

Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool.

To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse Applicant Tracking System to facilitate application management and recruiting workflows. Human recruiters and hiring managers review applications and exercise independent judgment throughout the hiring process.

SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.

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