Office Administrator/Facility Mgt & Services Actual Job Title: Office Administrator/Facility Mgt & Services 100% Onsite Location: Essilor Luxottica | Walman Optical, 5929 Baker Road, Suite 475, Minnetonka, MN 55345 General Function: Organizes, coordinates, and implements office processes and procedures in order to ensure organizational effectiveness and efficiency. Supports print device and mail services, office and supply inventory management, conference room/AV support, and general office admin support. Energetic, experienced professional who is able to wear multiple hats. Needs experience in handling a wide range of administrative and executive support-related tasks and is able to work independently. Well-organized, flexible, and enjoys the administrative challenges of supporting an office of diverse employees.
Major Duties and Responsibilities:- Print Device & Mail/Shipping & Receiving Services
- Deliver paper for office equipment such as printers, copiers, and fax machines
- First responder for a print device issues
- Ensure proper maintenance and usage of all equipment and supplies
- Verify, sign, and record all incoming/outgoing Accountable Mail, i.e., FedEx, DHL, UPS, Express, Registered, Certified, Insured, and Custom Design Mail
- Deliver and obtain signature for all Accountable Mail pieces
- Handle "rush" pick-up/delivery requests for internal and outgoing correspondence (Business use only)
- Maintain and provide specialized mailing forms or direct employees to location online i.e. Express, Registered, Certified, and Insured
- Daily interaction with other vendors to ensure that procedures and work standards relating to Mail Center operations are maintained (ex. FedEx, DHL, US Government Client, UPS, Couriers, Neopost, Staples, Iron Mountain)
- Provide vendors with updated address to improve accuracy of incoming mailings
- Conference Room Support
- Coordinate with IT to ensure proper maintenance and usage of all equipment and supplies
- Coordinate with executive staff/HR to close conference rooms for executive use when needed
- Office & Food Supply Management
- Establish and maintain par levels for all required basic office supplies throughout the building
- Manage plant and food vendors
- Manage supply storage areas for distribution among all floorsMaintain clean and organized Supply stops and Storage areas where applicable (Copier/Kitchenette Room)
Responsible for the acquisition of conference room supplies (pens, notepads, flip chart pads and pens, dry erasers, etc.)Work with janitorial staff to maintain, clean, organize, and re-fill coffee and water machines on all floorsMaintain par levels for all required coffee and water supplies throughout the building
Office Support Services
Assist with special projects as needed e.g. employee restacks, desk moves
Preparing business correspondence, agendas, and presentations, typically using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook)
Scheduling and coordinating large meetings, events, and other similar activities
Coordination of executive approvals, planning, space, set-up, build-out/install, building/other group communications, deliveries, and vendors
Assisting employees on approved building vendor lists (catering for meetings, AV setup, photographers, decorators, etc)
Oversee daily attendance and help employees with desk reservations
Office Maintenance Services
Onsite coordination for Maintenance vendors (Janitorial, HVAC, Fire Inspections, Pest Control, etc.)General / Communication
Identify, evaluate, research, and recommend solutions to office services related issues and problems
Coordinating between departments and operating units in resolving day-to-day administrative and operational problems
Assisting with all aspects of administrative management, directory maintenance, logistics, equipment, and storage
Actively participate in Emergency Fire Warden Safety program for campus locations
Basic Qualifications:- Bachelor's Degree from accredited institution
- Minimum 3-5 years of administrative experience
- Exceptional customer service skills
- Excellent interpersonal and communication skills (written and verbal)
- Ability to handle multiple tasks, projects with competing priorities and tight deadlines (Prioritizing tasks based on importance and urgency)
- Strong organizational skills
- Acute attention to detail
- Strong adaptability, flexibility, and resourcefulness while maintaining a professional attitude
- Must be a team player
- Proficient in Microsoft Office (Word, Powerpoint, Excel)
- Tech SavvyMust be able to lift 50 pounds
