Facilities Coordinator - Alphanumeric Systems, Inc.
Lake Mary, FL
About the Job
Alphanumeric is hiring a FACILITIES COORDINATOR to work in Lake Mary, FL with an environmental-friendly energy innovator focused on sustainability.
Hourly Pay: $18.50 - 22.00
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
• Responsible for managing the mailroom, its functionality and organization
• Manage & log all incoming shipments in our software to track, notify employees, ensure signatures and desired delivery is coordinated
• Assist in preparation of outgoing shipments, packaging and preparing labels
• Retrieve and sort all USPS mail, log any trackable deliveries in software
• Manage the FedEx accounts (multiple accounts) and IT's user permissions
• Order any supplies needed for shipping, including FedEx and USPS
• Collaborate with the logistics department on international shipments to ensure proper documentation (i.e., custom forms)
• Oversee office supply ordering and inventory maintenance, submits replenishment orders via vendor websites or Coupa system, ensure we are adequately stocked and maintained
• Complete periodic checks at all print/copy areas, check supplies, re-stock as necessary
• Assist our regional offices in coordination with office and facility related vendors and other issues that may arise. Work closely with office staff and 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 request from the departments work order system, email accounts and other department related software's
• Assist with scheduling and manage 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 any facilities issues. Submit work orders and follow up to ensure completion.
• Conduct periodic walkthroughs, identify opportunities for improved operation and service excellence, 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, and internal/external customers and other Organizations within our company
• Strict adherence to the departments policies and procedures, following such procedures and ensuring we are within our guidelines
• Support the department and perform other such duties as may be required
OTHER DUTIES AND RESPONSIBILITIES
• Comply with all safety policies, practices and procedures reporting all unsafe activities to Management and/or Human Resources.
• Participate in proactive team efforts to achieve departmental and company goals.
• Contribute to building a positive team spirit.
• Communicate effectively with all levels of employees.
• Protect confidential information by not communicating, disclosing to, or using for benefit of third parties.
• Maintain the highest degree of honesty and integrity at all times.
• Ability to work productively and effectively with a wide variety of people, internally and externally
• Demonstrates flexibility in satisfying customer demands in a high-volume environment
ESSENTIAL DUTIES & RESPONSIBILITIES
• Responsible for managing the mailroom, its functionality and organization
• Manage & log all incoming shipments in our software to track, notify employees, ensure signatures and desired delivery is coordinated
• Assist in preparation of outgoing shipments, packaging and preparing labels
• Retrieve and sort all USPS mail, log any trackable deliveries in software
• Manage the FedEx accounts (multiple accounts) and IT's user permissions
• Order any supplies needed for shipping, including FedEx and USPS
• Collaborate with the logistics department on international shipments to ensure proper documentation (i.e., custom forms)
• Oversee office supply ordering and inventory maintenance, submits replenishment orders via vendor websites or Coupa system, ensure we are adequately stocked and maintained
• Complete periodic checks at all print/copy areas, check supplies, re-stock as necessary
• Assist our regional offices in coordination with office and facility related vendors and other issues that may arise. Work closely with office staff and 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 request from the departments work order system, email accounts and other department related software's
• Assist with scheduling and manage 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 any facilities issues. Submit work orders and follow up to ensure completion.
• Conduct periodic walkthroughs, identify opportunities for improved operation and service excellence, 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, and internal/external customers and other Organizations within our company
• Strict adherence to the departments policies and procedures, following such procedures and ensuring we are within our guidelines
• Support the department and perform other such duties as may be required
OTHER DUTIES AND RESPONSIBILITIES
• Comply with all safety policies, practices and procedures reporting all unsafe activities to Management and/or Human Resources.
• Participate in proactive team efforts to achieve departmental and company goals.
• Contribute to building a positive team spirit.
• Communicate effectively with all levels of employees.
• Protect confidential information by not communicating, disclosing to, or using for benefit of third parties.
• Maintain the highest degree of honesty and integrity at all times.
• Ability to work productively and effectively with a wide variety of people, internally and externally
• Demonstrates flexibility in satisfying customer demands in a high-volume environment
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.
Source : Alphanumeric Systems, Inc.