Facilities Associate

Cetera Financial Group is currently seeking a Facilities Associate to support local office operations, workplace services, and onsite hospitality. This position helps maintain a safe, organized, welcoming, and professional environment for employees and visitors.

The Facilities Associate provides day-to-day facilities and office support within an assigned location, including workplace readiness, meeting hospitality, front desk backup, employee requests, vendor coordination, purchasing support, office events, and basic mail processes.

Job Knowledge, Core Competencies and Expectations
•    Demonstrates a customer-first mindset and commitment to responsive, professional service.
•    Provides professional hospitality and maintains a welcoming experience for clients, prospects, business partners, employees, and visitors.
•    Maintains a courteous, approachable, and dependable presence within the assigned workplace.
•    Prioritizes multiple requests while meeting deadlines and keeping stakeholders informed.
•    Communicates clearly and professionally with employees, visitors, vendors, and business partners.
•    Uses sound judgment, follows established procedures, and escalates issues when appropriate.
•    Maintains confidentiality regarding employee, visitor, and workplace information.
•    Demonstrates attention to detail, initiative, and willingness to learn facilities operations.
•    Supports workplace safety, readiness, and company standards.

What You Will Do
Workplace Operations
•    Perform routine walkthroughs of the assigned office to identify facilities, safety, housekeeping, or maintenance concerns.
•    Monitor conference rooms, breakrooms, common areas, and workplace amenities to ensure they are clean, supplied, and ready for use.
•    Assist with workstation setup, seating changes, office moves, and workplace organization.
•    Monitor office appearance and initiate or coordinate corrective action for local issues.
Facilities Coordination
•    Create, update, and monitor facilities-related requests in ServiceNow or another approved system.
•    Coordinate vendor access and provide escorts when required by local procedures.
•    Assist with scheduled inspections, preventive maintenance visits, and local facilities projects.
•    Maintain inventory of office, kitchen, and workplace supplies and submit replenishment requests through approved processes.
Employee and Customer Support
•    Respond to employee questions and requests related to local workplace services.
•    Provide onsite hospitality for large or important meetings involving clients, prospects, business partners, or company leaders, including room setup, refreshments, signage, guest assistance, and post-meeting reset.
•    Support the front desk and serve as backup for routine reception activities, including temporary badges, visitor management, and Home Office Visit (HOV) coordination.
•    Coordinate or support FunSquad activities and other office events, including basic planning, setup, onsite support, and post-event reset.
•    Provide local support for supplies, furniture requests, office equipment coordination, and workplace amenities.
•    Assist with new-hire workspace readiness and other approved local onboarding support.
Vendor and Service Coordination
•    Coordinate routine local services with approved vendors, including janitorial, refreshments, maintenance, shipping, and other workplace support.
•    Confirm completion of scheduled services and report deficiencies to Facilities leadership.
•    Maintain professional working relationships with vendors and building management.
Safety and Security Support
•    Report workplace hazards, facilities concerns, and security-related observations to the appropriate team.
•    Support emergency preparedness activities and local workplace safety initiatives.
•    Maintain awareness of life-safety equipment locations and report observed deficiencies.
•    Coordinate with Corporate Security and Facilities leadership during building-related incidents as directed.
Administrative Responsibilities
•    Support basic office mail and package processes, including receiving, sorting, routing, and preparing routine outgoing items.
•    Assist with purchase orders and requisitions using established approval and purchasing processes.
•    Maintain accurate records of service requests, walkthroughs, inventory, and vendor activity.
•    Assist with local office documentation and routine operational reporting.
•    Support enterprise initiatives and perform other related duties as assigned, based on business needs and direction from Facilities leadership.
•    Follow company policies, procedures, workplace standards, and established approval processes.

What You Need to Have
Education
•    High school diploma or equivalent required.
•    Associate degree or facilities-related coursework preferred.

Experience
•    One to three years of experience in customer service, facilities, office services, hospitality, mail services, or workplace support preferred.
•    Experience using a service ticketing system preferred.
•    Experience supporting office operations or coordinating vendors preferred.

Skills
•    Strong customer service, hospitality, organization, and problem-solving skills.
•    Professional verbal and written communication skills.
•    Ability to manage multiple priorities and follow through on assigned work.
•    Basic understanding of workplace or facilities operations.
•    Proficiency with Microsoft Outlook, Word, Excel, and Teams.
•    Ability to move office supplies and equipment within established safety guidelines and any role-specific physical requirements.