Facilities and Office Administrator

1 Month ago • 3 Years + • Facility Management • $60,000 PA - $70,000 PA

Job Summary

Job Description

The Facilities & Office Administrator will be an integral member of the N.A. Real Estate & Facilities department, supporting administrative and operational aspects of the Russell Investments Conference Center and Seattle office. This role involves providing high-level client service to external guests and internal stakeholders. Responsibilities include executive and administrative support, coordinating meetings and events, assisting with associate onboarding/offboarding, and managing office operations. The role also entails reception duties, guest experience management, event and hospitality coordination, and associate services support. Additionally, the position contributes to health, safety, and compliance programs. The successful candidate needs 3+ years of experience in office administration, facility operations, and event management, with strong organizational and customer service skills.
Must have:
  • 3+ years of experience in office administration, facility operations, and event management
  • Strong attention to detail, organizational skills, and customer service orientation
  • Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams, Zoom)
  • Comfortable managing AV/tech equipment for meetings
  • Ability to work independently and collaboratively
  • Flexible schedule for occasional early or late shifts
  • Capable of lifting up to 50 lbs
Good to have:
  • Bachelor's degree in hospitality or facilities management
Perks:
  • Annual performance bonus
  • Competitive benefits programs (healthcare, retirement, vacation, wellbeing programs)

Job Details

Business Unit:

Global Sourcing, Corporate Services & OCOO Administration


Salary Range:

$60,000 USD - $70,000 USD

Specific compensation will be based on candidate’s experience, skills, qualifications, commercial considerations, and other job-related factors permitted by law. At Russell Investments, salary is just one part of our compensation package. Our total rewards approach includes an annual performance bonus (subject to eligibility criteria) in addition to participation in our competitive benefits programs including healthcare, retirement, vacation, and wellbeing programs.


Job Description:

The Facilities & Office Administrator will be an integral member of the N.A. Real Estate & Facilities department, working as part of the team to support all administrative and operational aspects of the Russell Investments Conference Center and Seattle office at large.

Based in the Seattle office, this role will be a driving force behind providing the highest level of client service and satisfaction, to Russell Investments’ external guests and clients, as well as to internal associate stakeholders. This is a hands-on, full-time role, where you'll tackle a variety of tasks, whether big or small.

The responsibilities of the individual in this position include:

Executive & Administrative Support

  • Collaborate with senior leaders and the North America Admin team to coordinate meetings, events, and communications.
  • Assist with associate onboarding and offboarding processes, including workspace preparation, access provisioning, and amenities coordination.
  • Provide general administrative support to leadership as needed.

Facilities & Office Operations

  • Act as the on-site point of contact for day-to-day office operations, ensuring workspaces and systems function efficiently.
  • Maintain communal spaces (catering kitchen, coffee bar, wet bar) in partnership with facilities coordinators and day porters.
  • Manage supplies, equipment, and cleanliness across shared areas.
  • Monitor and respond to requests from the Facilities mailbox and ticketing system, escalating as needed.
  • Oversee vendor relationships and coordinate contractor activities for repairs, maintenance, and upgrades.

Reception & Guest Experience

  • Serve as the first point of contact for all guests and visitors during active business hours.
  • Maintain a professional front desk presence; answer phones, greet guests, and receive deliveries.
  • Prepare and replenish hospitality amenities for meetings.
  • Coordinate meeting and event room setups, including AV needs and catering logistics.

Event & Hospitality Coordination

  • Support execution of local events in collaboration with the North America Admin team.
  • Coordinate logistics and administrative coverage for special events, org-wide meetings, and stakeholder visits.

Associate Services Support

  • Act as the North America admin contact for associate experience initiatives, including milestone recognition, gifting, and employee programs.

Health, Safety & Compliance

  • Support the administration of EH&S safety programs, including fire drills, floor warden coordination, AED management, and first aid readiness.
  • Secure and track landlord approvals for facilities projects in line with lease requirements.

The successful candidate will have extensive demonstrable skills and experiences including the following:

  •  3+ years of experience in office administration, facility operations and event management
  • Bachelor's degree in hospitality or facilities management, or a closely related field preferred
  • Strong attention to detail, organizational skills, and customer service orientation
  • Proficient with Microsoft Office Suite, encompassing Word, Excel, PowerPoint, Outlook, SharePoint, Teams, Zoom, and ticketing systems like Jira or Service Now.
  • Comfortable managing AV/tech equipment for meetings
  • Ability to work independently and collaboratively with multiple teams
  • Flexible schedule to support occasional early or late shifts to accommodate clients and events.  
  • Capable of moving and/or lifting to 50 lbs.

This role is not eligible for employment-based immigration sponsorship. Applicants must be legally authorized to work in the United States without employer sponsorship, now or in the future.

Equal Employment Opportunity 

Russell Investments is committed to providing equal employment opportunities for all associates and employment applicants regardless of race, religion, ancestry, creed, color, gender (including gender identity which refers to a person's actual or perceived sex, and includes self-image, appearance, behavior or expression, whether or not different from that traditionally associated with a person's biological sex), age, national origin, citizenship status, disability, medical condition, military status, veteran status, marital status, sexual orientation,  past or present unemployment status , or any other characteristic protected by law. 

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About The Company

Russell Investments is aleading outsourcedCIO(OCIO) partner and global investment solutions firm providing a wide range of investment capabilities to institutional investors, financial intermediaries, and individual investors around the world. Building on an 88-year legacy of continuous innovation to deliver exceptional value to clients, Russell Investments works every day to improve the financial security of its clients. The firm has over $1 trillion in assets under advisement (as of December 31, 2023) and $302.7billion in assets under management (as of March 31, 2024). Headquartered in Seattle, Washington, Russell Investments has offices in 16 cities around the world, including London, New York, Toronto, Sydney, Tokyo, Mumbai, and Shanghai.

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