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Facilities Coordinator

Entry Level

Omnitracs | 1385 - OT US - Human Resources | Minnetonka, MN

JOB SUMMARY:

The Facility Coordinator is responsible for supporting the Facility Manager in overall front office activities including visitor registration; answer phones and route calls; sort incoming mail and deliveries; prepare overnight packages. Also responsible for supporting the Facility Manager for office services and related activities with vendors and up keeping both office and kitchen supplies.

ESSENTIAL RESPONSIBILITIES AND DUTIES:

  • Answer incoming telephone calls and route calls as appropriate

  • Greet visitors, issue visitor badges and track sign in/sign out for all visitors

  • Sort daily incoming mail and packages, meter outgoing mail, prepare overnight packages

  • Stock office and kitchen supplies and maintain inventory

  • Stock and re-stock paper supplies at common printer locations throughout the building

  • Maintain a professional work area that is neat and organized

  • Assist in meeting room set ups and clean ups with refreshments and other necessary items

  • Manage temporary work spaces for any remote employees visiting the office

  • Assist with special events

  • Special projects as assigned

     

  • Update seating chart

     

  • Provide seat assignments for new hires

     

  • Oversee Emergency Response Team

     

  • Update spreadsheet listing all employees seat assignments, job title and desk phone

     

  • Coordinate internal office moves with IT

     

  • Oversee all vendors related to facilities i.e. carpeting cleaning, office supplies etc…

     

  • Create and issue new hire badges

     

  • Handle all internal requests from employees
Skills & Requirements

QUALIFICATIONS:

EDUCATION:  College Degree in Business or related field

EXPERIENCE:  Minimum of 0-1 year experience in administrative services support position.

KNOWLEDGE/SKILLS/ABILITIES:

  • Knowledge of Microsoft Office applications including Outlook, Word and Excel

  • Highly organized and detail oriented

  • Excellent verbal and written communication skills

  • Very personable and professional demeanor

  • Excellent problem solving and customer service skills

  • Excellent planning, time management, project management and organizational skills

  • Meeting coordination skills

  • Ability to communicate effectively in person, on the telephone and in email

  • Ability to receive, understand and carry out detailed instructions

  • Ability to coordinate multiple activities with varying timeframes and deadlines

  • Ability to work in a fast-paced environment with unexpected changes in requirements

  • Ability to coordinate multiple activities with varying timeframes and deadlines

  • Ability to take initiative, anticipate needs and exercise sound independent judgment 

Disclaimer:  This Job Description indicates the general nature and level of work expected of the incumbent(s).  It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent.  Incumbent(s) may be asked to perform other duties in addition to those described above
Omnitracs LLC, is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local municipal law.