Job Description
Job DescriptionWe are looking for a Facilities Assistant to support day-to-day building operations for a retail environment in Calabasas, California. This Contract position is ideal for someone with at least two years of experience who can keep facilities running smoothly, coordinate service support, and maintain an organized workplace. The role requires strong follow-through, attention to safety, and the ability to work across teams to address operational needs efficiently.
Responsibilities:
• Manage daily facilities activities by responding to service needs and helping maintain a safe, functional workplace.
• Arrange and monitor external service providers for maintenance, janitorial work, grounds care, and scheduled upkeep.
• Perform regular walkthroughs to spot repair needs, equipment issues, or potential safety risks and escalate concerns appropriately.
• Maintain and update work orders in a CMMS, following through to ensure repairs are completed on schedule.
• Oversee stock levels for workplace and facility materials, and coordinate replenishment and purchasing when needed.
• Support office reconfigurations, workstation preparation, and conference room readiness for business use.
• Administer building access processes, including keys, badges, and basic security coordination.
• Keep facility files current by organizing service records, vendor agreements, and equipment documentation.
• Work with property management, vendors, and internal teams to resolve building-related matters effectively.
• Assist with budget support tasks such as invoice review, expense tracking, and related administrative coordination.• 2+ years of experience in facilities coordination, facilities support, or a related workplace operations role.
• Working knowledge of CMMS or computerized maintenance management systems for tracking service requests and repairs.
• Experience coordinating conference rooms, office setups, and general workplace logistics.
• Ability to manage multiple vendor relationships and prioritize tasks in a fast-paced environment.
• Familiarity with safety practices, facility inspections, and issue escalation procedures.
• Strong organizational and recordkeeping skills, including support for invoices, contracts, and supply inventory.
• Proficiency with standard office software and the ability to learn tools such as Kronos Timekeeping System if required.