Facilities Services Management Training

Linda White WW Facilities Manager

Agenda

• Office Services • New Employees • Health and Safety • Q & A

Linda White, WW Facilities Manager, GlobalCorp T. Blue, Security Officer, GlobalCorp

OFFICE SERVICES

Things to consider

Telephone and reception duties

The reception staff reporting to facilities management are responsible for answering incoming calls and directing all calls to the appropriate staff member. Visitors to the office building through the reception area must be greeted and signed-in promptly. The GlobalCorp In/Out staff whereabouts system should be maintained, updated and strictly adhered to.

If questions or issues arise, reception staff can contact their managers or security personnel.

Mail, courier and other services

• Process outgoing packages and mail

• Receive incoming packages and mail deliveries

• Allocate to the appropriate mailbox

• Ensure meeting rooms and staff areas are always presentable

• Schedule use of conference rooms

• Monitor and schedule use of audio visual equipment

Ad Hoc Services

• Ensure meeting rooms and staff/kitchen areas are always presentable

• Schedule use of conference rooms

• Monitor and schedule use of audio visual equipment

• Coordinate employee office moves, adds and changes with IT

Office Cleaning

• Liaise on a regular basis with the office cleaners to ensure that the level of service being provided is maintained at all times

• Monitor the cleaning service provided by the Landlord, if applicable

• Arrange for special services for items outside of contract

Office Recycling Programs

• Establish and coordinate recycle program

• Engage services of local provider.

• Refer to IT at Corporate office for information on recycling computers and office equipment

NEW EMPLOYEES

Office Equipment

• Monitor the use of office printers and copiers

• Interface with local providers to service equipment and make repairs

• Refer to Purchasing Website if new equipment is needed

• Ensure all vending machine faults are reported promptly

• Interface with local providers to service equipment and make repairs

• Direct audio visual equipment questions to U.S. Facilities Department and IT Department

Furniture

• Make arrangements so that all new employees have a fully furnished workstation on the first day of employment.

• Purchases of new furniture need prior approval by the Real Estate Manager at Corporate

Business Travelers

• Organize business travel for employees in accordance with corporate policy

• Organize business travel for visitors with Corporate Travel.

• Monitor and book authorized contract taxis for staff and visitors

HEALTH & SAFETY

Office Security

• Report all significant security and safety related incidents immediately to Corporate Security

• Liaise with Corporate Security Manager regarding all issues of office security

• Arrange for an outside provider to shred confidential material for document security and protection

Maintenance of Security Systems

• Distribute ID badges • Maintain access control

systems • Communicate operating

details to staff in a timely manner

• Assist with contractor interaction as needed to maintain system in good working order

• Ensure GlobalCorp office is locked and secure every evening prior to employees departure

Health and Safety

• Administer emergency response plan

• Assist with regular fire drills and building evacuation exercises

• Ensure fire extinguishers are functional

• Ensure fire/smoke sensing systems are in place and operational

Emergency

• In case of an emergency contact 911 or your local emergency number immediately

• For security matters, please contact Corporate Security at +1-408-536-6000

• If a state of emergency affects building or office usability, please contact the Real Estate and Security Departments at Corporate as soon as possible

Thank you!

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