Facilities Coordinator - Action Technology LLC

This position will be a part of our evolving and growing Facilities Department at our Corporate Headquarters. In this role, you will assist the department with administrative duties while managing the mailroom/shipping and receiving. You will assist in the day-to-day operations while providing support in customer service, technical support, maintenance, operations, and finance. Excellent attention to detail and organizational skills are required.

Essential Duties & Responsibilities

• Manage the mailroom, ensuring its functionality and organization
• Log all incoming shipments in our software to track, notify employees, ensure signatures, and coordinate desired delivery
• Assist in the preparation of outgoing shipments, including packaging and preparing labels
• Retrieve and sort all US Government Client mail, logging any trackable deliveries in software
• Manage multiple FedEx accounts and IT’s user permissions
• Order supplies needed for shipping, including FedEx and US Government Client
• Collaborate with the logistics department on international shipments to ensure proper documentation (e.g., custom forms)
• Oversee office supply ordering and inventory maintenance, submit replenishment orders via vendor websites or Coupa system, and ensure adequate stock and maintenance
• Perform periodic checks at all print/copy areas, and re-stock supplies as necessary
• Assist regional offices in coordination with office and facility-related vendors and other issues that may arise. Work closely with office staff and provide support as needed
• Coordinate document destruction service and document storage
• Oversee break rooms and vending services, contact vendors as needed, and ensure break rooms are adequately stocked and properly working
• Monitor, dispatch, and execute requests from the department's work order system, email accounts, and other department-related software
• Assist with scheduling and managing minor repairs, maintenance, and other work requests through completion
• Prepare clear and comprehensive reports detailing the actions conducted to close work orders and facilities projects
• Communicate and coordinate with Property Management on any facilities issues. Submit work orders and follow up to ensure completion
• Conduct periodic walkthroughs, identify opportunities for improved operation and service excellence, and make recommendations to ensure our Facility is kept to the high standard that has been set
• Assist with building security and providing access to visitors and deliveries
• Ensure only proper personnel has access and manage any facility vendors during their visits
• Establish and maintain positive relationships, and act as a liaison with peers, management teams, employees, internal/external customers, and other organizations within our company
• Strict adherence to the department's policies and procedures, ensuring compliance with guidelines
• Support the department and perform other duties as required

Knowledge, Skills & Education

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associates degree preferred and/or 1-3 years of related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to speak multiple languages (Preferred).

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

Proficient in Microsoft Office (Word, Excel, PowerPoint). A base understanding of Audio/Visual systems and components or other technology commonly used in office environments.

Physical Demands & Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly required to sit, talk, and/or hear. Occasionally lift and/or move up to 70 pounds. The noise level in the work environment is usually quiet.