Office Coordinator The Office Coordinator is a position at APi, Inc. supporting our New Brighton, Minnesota office of up to 40+ professionals. This position will assist with planning and coordinating office-wide processes such as facilities maintenance, space planning, physical moves, equipment installations, and other events or projects with internal and external stakeholders. In addition, the individual in this position will monitor inventory and place orders for office equipment, supplies, or provisions; process mail and invoices; will address routine day-to-day requests, coordinating with stakeholders to obtain solutions; other special projects as needed.
Essential Duties And Responsibilities:
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.
Office Administration and Operation:
- Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy
- Coordinate/distribute emails, letters, packages, phone calls and other forms of correspondence
- Oversee and maintain office supply inventory
- Coordinate with Business Development to order business cards and office "swag" items
- Coordinate and track the company's airline/travel account to best utilize the program to ensure best use of company funds
- Administer the rental car account by setting up processes and procedures, tracking current account and create accounts for new employees
- Office Equipment Management
- Cell Phones:
- Ordering and tracking company cell phones if not captured in online onboarding process
- Work with external vendor to track cellular accounts to ensure proper invoicing and payment
- Work with HR to ensure Cellular Device Policy is up-to-date and all employees with company cell phones have signed acknowledgement of understanding of policy
Ensure proper records keeping on the distribution and use of company Wi-Fi boxes and tablets.
Computers and related equipment:
Maintain inventory records for all office computers and related equipment (monitors, monitor arms/stands, docking stations, power cords, etc.)Work with hiring managers to ensure new employees have computers set up and accessible on their first day
Work with employees to ensure computers are properly maintained and free of damage
Assist Project Managers with various administrative tasks as needed
Coordinate the office courier ordering and shipping and ensuring cost savings whenever possible"Own" the APi Construction SPOT intranet site ensuring information is accurate and up to date, and track new/terminated employee access computers and related equipment
Event Planning:
Arrange setup and takedown for Business Leaders meetings/company training in conference rooms
Reserve and coordinate logistics for a formal offsite dinner location and a separate happy hour venue, including transportation as needed
Source, negotiate, and manage relationships with third-party vendors
Liaise and maintain strong communication with partnering companies and external stakeholders throughout the planning process
Plan and execute annual company events (all-company picnic, Holiday party, Field Leader Training event)
Learning Management System Administration:
Utilizing the APi Learning Management System, develop and maintain a comprehensive training tracking report to monitor and ensure the completion of required employee training programs.
Collaborate with department heads to identify training needs and coordinate training registrations as needed.
Regularly update training records and generate reports for management review.
Required Skills And Abilities:- Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks
- Organization and the ability to multitask to complete a wide variety of tasks
- Flexibility to adjust to new tasks should company or office needs change
- Strong interpersonal skills to interact positively with all employees
- Leadership ability to manage challenges
- Attention to detail to ensure tasks are completed thoroughly and correctly
Education And Experience: High school diploma or equivalent.2-5 years administrative support experience.
Travel Requirements: Travel to project sites or other APi Inc company locations as needed.
Physical Requirements:- 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.
- Primarily a stationary position for a considerable portion of the day (sitting and/or standing). The person in this position needs to move about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Must be able to collaborate with internal and external stakeholders via face to face, conference calls, and online meetings.
- The employee will occasionally lift and/or move up to 20 pounds.
- Must be able to wear Personal Protective Equipment (PPE) in plant environment.
- PPE required when in the plant, yard or construction areas include:
- HelmetSafety Glasses / Goggles
- Steel-toed BootsHigh Visibility Vest
- Hearing Protection (designated areas)
- GlovesThis position is not eligible for sponsorship
Benefits:
Medical, Vision & Dental insurance, 401(k) with company match, Profit Sharing, Employee Stock Purchase Plan (NYSE:AAPG), PTO, FSA/HSA, Training & Development - and more All offers of employment are expressly contingent upon the satisfactory completion, in accordance with Company policy, of a pre-employment drug screening and background check. APi Inc. is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
