Hybrid Facilities Administrative Coordinator na The Pasha Group

Job Summary
The Facilities Administrative Coordinator administers mail room activities, manages office supplies, coordinates facility service requests and programs, and provides support to on-site teams. In addition, this position supports administration of various programs including business travel and corporate credit cards.

Primary Objectives

• Coordinate and assist with facility management requests and programs.
• Efficiently and accurately process incoming and outgoing mail and packages.
• Maintain and administer facility/office badge access program.
• Assist with clerical and administrative duties and company events.
• Ensure compliance with corporate credit card, business travel, and vendor utilization processes and policies.
• Maintain and administer office and kitchen supplies, inventories, and upkeep.

Duties and Responsibilities

• Distribute interoffice and inbound mail and parcels to all departments promptly and regularly.
• Log incoming and outgoing deliveries, provide tracking information for outbound shipments, and manage certified mail and other special-handling items.
• Create shipping origination paperwork for outgoing domestic and international packages, selecting the appropriate carrier based on the needs of each sending party.
• Maintain postage and shipping equipment and supply inventory to provide uninterrupted, comprehensive outbound shipping and mailing services.
• Coordinate interoffice and external courier services.
• Maintain and communicate schedule of services to and from assigned location.
• Receive and coordinate facility maintenance, repair, and furniture replacement requests.
• Initiate and monitor Property Management (PM) requests to facility management companies.
• Assist with scheduling and coordinating maintenance and repair activities.
• Coordinate with onsite management to lead site-specific safety, emergency, and disaster recovery drills and exercises as assigned.
• Establish and maintain effective professional relationships with facility owners, vendors, and managers.
• Maintain comprehensive inventory of office supplies and materials for assigned location; respond to purchase requisitions, and develop proactive, cost-effective procedures for sourcing, ordering, and managing supplies.
• Code, reconcile, and report on invoices and expenses for applicable vendors and service providers; maintain list of current approved vendors, rates, and contacts.
• Maintain and re-stock break room and kitchen facilities ensuring areas are clean and well supplied.
• Directly supports receptionist functions, including receiving and directing inbound calls, receiving and directing visitors and guests, and updating conference room schedules as appropriate.
• Assist with set-up and clean-up of on-site company events.
• Create and maintain procedure manuals and work instructions for all areas of responsibility.
• Administer the corporate credit card program and the corporate American Express card for assigned teams.
• Administer and negotiate discounts for procurement of corporate services including, but not limited to, hotels, rental cars, and office supplies.
• Administer the corporate express shipping account and corporate travel site as assigned.
• Research and correct financial exceptions.
• Provide administrative support and advice to assigned teams regarding travel policy and procedures.
• Maintain facility supply rooms, to include inventory accuracy of company property.
• Assist IT Services Administrator with IT room equipment as needed, to include office and cubicle equipment set-up, breakdown, and movements.
• Maintain master floor office and cubicle assignment roster.
• Other duties as assigned.

QUALIFICATIONS
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

• High school diploma or equivalent (HSED) required
• Some college-level coursework preferred

Licenses and Certifications

• Valid state-issued driver license and acceptable driving record required

Work Experience

• 2+ years' experience providing mail services in a corporate office environment required
• Experience with multi-line phone system preferred
• Experience in a related facilities services position preferred

Required Knowledge, Skills and Abilities

• Understanding of general building maintenance services.
• Comprehensive working knowledge of shipping and posting as applicable to the office environment.
• Proficiency using shipping and tracking software.
• Strong mathematical skills with a good working knowledge of accounting transactions.
• Ability to train employees and troubleshoot system problems on the Financial Management System and Integrated Purchasing System.
• Good verbal and written communication skills.
• Good organizational and multi-tasking skills.
• Good quantitative and analytical thinking skills.
• Good problem solving and multi-tasking skills with a keen eye for detail.
• Ability to work independently, adapt to changing priorities, and meet critical deadlines.
• Demonstrated proficiency with Microsoft Office including Excel, Word, Teams, and Outlook.

Competencies

• Delivers Results Rigorously drives self and others to achieve high levels of individual and organization performance.
• Focuses on the Customer & Market Continuously evaluates what is important to the customer/client and develops products or solutions that exceed expectations.
• Makes Sound Business Decisions Makes timely and well-informed decisions that advance critical priorities, capitalize on new opportunities, and resolve problems.
• Practices our Values Supports and models The Pasha Way; conduct reflects Excellence, Honesty, Integrity, Innovation and Teamwork.

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL
Physical Demands
The physical demands 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.

• Hear and speak with sufficient clarity to understand and engage in telephonic information exchange; hear and understand verbal instructions; give and receive information verbally in person or via communication device - Often
• Walk/travel within office environment, crouch/bend to access floor-level storage - Often
• Use hands/fingers to operate office equipment, type/complete data input, write - Often
• Reach with hands, arms; lift, move and manipulate objects weighing up to 50 pounds - Regularly
• Sight sufficient to read instructions, documents, and screen-based information - Often
• Use hands/fingers to manipulate and file documents, folders, small objects - Regularly

Working Environment
This role requires work that may involve the following environmental conditions:

• Corporate office environment

Travel
Occasional Must be able to travel independently to local customer, vendor, and corporate locations.

Screening Requirements
Background Checks
Driving Record Review

Must be fully vaccinated against COVID-19, except as prohibited by law.
The information included in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive or exhaustive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.