Front Office/Facilities Associate

Job Description

DT Global works in partnership with communities, governments, and the private sector to deliver innovative solutions that transform lives. DT Global – launched in 2019 – is built on legacy companies AECOM’s International Development Services Sector, Development Transformations, IMC Worldwide, and Cardno International Development. To fulfill its profit-for-purpose mission, DT Global is a key donor to the DT Institute, an independent not-for-profit organization, in support of DTI’s efforts to test new ideas or expand on donor partner priorities to improve as many lives as possible.

Our global team of 2,500 staff and experts work in over 90 countries. We bring over 60 years of experience, relationships, and technical excellence to improve lives on behalf of our partners, clients, and stakeholders. We aim to maximize sustainable development impact across a wide range of practice areas, including Conflict Prevention, Stabilization & Transition; Economic Growth; Environment & Infrastructure; Governance; and Human Development. Together, we aim to positively impact 500 million lives by 2045.

Position Summary:

The Front Office/Facilities Associate is the face and voice of the organization for all visitors and is a critical support staff member for DT Global. The Front Office Associate is responsible for overseeing all front office operations, serves as the first point of contact for the organization, and provides general administrative support to the Office Manager and Facilities team. The Front Office Associate should thrive in a customer service environment and excel at performing a variety of administrative and facilities related functions. The Front Office Associate should be enthusiastic, exhibit passion and excitement over their work and have a can-do attitude. The Front Office/Facilities Associate will primarily work from the front desk for security and to be readily available to support visitors’ and employees’ requests.

Primary Responsibilities:

Reception Duties: (60%)

Welcomes visitors by greeting them, in person or via the telephone, answering or referring inquiries. Respond to requests from the public or route requests to the appropriate staff member.
Maintains security by following procedures; monitoring virtual logbook; issuing visitor access fobs, request key fobs for new staff.
Maintains clean reception area by complying with procedures, rules, and regulations.
Organize and sort mail and deliveries in a timely fashion.
Maintain DT Global, U.S. staffing list and ensure it is up-to-date, adding new staff as necessary.
Deliver the new hire Operations and Facilities Overview.

Administrative and Facilities Duties: (40%)

Work with the Operations Manager to provide administrative support on a variety of operational and other tasks, such as maintaining and ordering office & kitchen supplies and submitting building maintenance requests.
Assists with monthly facilities and operations department AMEX reconciliation, and vendor invoices.
Work with Facilities Manager and Security to coordinate safety and security protocols.
Responsible for ordering office swag, maintain inventory & restock swag including pens, water bottles, notebooks as needed for new hires/project & marketing trips.
Responsible for placing catering orders in coordination with Office Manager.
Process fitness center and bike storage waiver forms, submit to building management for processing.
Order business cards for office staff as requested.
Send FedEx and DHL packages.
Manage Reception email inbox and administer conference rooms calendar.
Send reminders and calendar invites to managers as part of the staff monthly birthday recognition program.
Regular daily maintenance of the kitchen area on both levels to include running the dishwasher daily, maintaining the coffee machines on both levels, restocking snacks, paper towels, napkins, etc.
Order office and kitchen supplies and re-order as necessary and keep track of monthly costs.
Submit requests on company’s portal (HVAC, cleaning, repairs and maintenance, etc.).
Prep swag and workspace for new hires (as applicable).
Demobilization: receive company property and keys from departing employees; reset workspace after departure (as applicable).

Education & Minimum Qualifications:

1-2 years’ experience working in a front office or administrative capacity.
Bachelor’s degree with 0-1 years’ experience or High school diploma with 3 years’ experience, additional certification in Office Management is a plus.
Proficiency in Microsoft Office Suite.
Hands-on experience with office equipment (e.g. fax machines and printers).
Solid written and verbal communication skills.
Ability to be resourceful and proactive when issues arise.
Excellent organizational skills.
Multitasking and time-management skills, with the ability to prioritize tasks.
Customer service attitude.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. THIS IS NOT A REMOTE POSITION.

Physical Demands: This role requires the ability to move about the office frequently performing facilities related activities. These activities require the ability to move and lift boxes up to 25 pounds in weight to a height of 3-4 feet and place them on a cart or countertop. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Core Competencies:

TEAMWORK: Works cooperatively and effectively with others to achieve common goals. Participates in building a culture characterized by inclusion, trust and commitment.
COMMUNICATION: Effectively conveys information and expresses thoughts professionally. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts.
ADAPTABILITY: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
CUSTOMER/CLIENT FOCUSED: Anticipates, monitors and meets the needs of customers and responds to them in an appropriate and responsive manner.
DIVERSITY AND INCLUSION: Conveys respect for diverse individuals and perspectives; models inclusive behavior and treats everyone fairly.
PROFESSIONALISM: Displays appropriate and ethical behavior, integrity and personal presentation in the workplace always; demonstrates respectful communication for others, both verbal and non-verbal.

We thank all applicants for their interest. Only short-listed candidates will be contacted.

DT Global, LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, veteran status, gender identity, or national origin. DT Global, LLC prohibits discriminating against employees and job applicants who inquire about, discuss, or disclose the compensation of the employee or applicant or another employee or applicant.

Closing Date: 2023/10/02

Apply Now

Share this job