Office Coordinator

Now is a great time to join our growing company! The Millennium Group (TMG) is an award-winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry.

RESPONSIBILTIES

* Ensure all Facilities work orders are submitted through Maintenance Connection system

* Ensure all Facilities work orders are completed

* People Moves and Changes Coordinator for Site utilizing space planning software

* Responsible for submitting and communicating building related issues to the Landlord's building management for resolution

* Manage office & building supplies ordering and inventory

* Maintains files on work orders, proposals, and department files.

* Checks accuracy on completed paperwork submitted by vendors.

* Trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding.

* Assists with the inspections on the facility campus.

* Uses PC and/mobile device for work order system, email, and training.

* Assist with process and procedure training of service providers (Vending, Mail, Security, Janitorial).

* Report any issues or problems to the Facilities Site Manager and help with the resolution

* Day to day tasks will be assigned by Facilities Site Manager

* Other duties as assigned

INVENTORY

* To order, receive and organize the consumables/supplies inventory for the building

* Maintain documentation of all purchase orders

* Develop relationships with suppliers via phone or email

* Create purchase orders for parts and supplies needed for the department

* Receive ordered parts and confirm shipment quantities using packing slips

* Work independently and with other team members to have parts for repairs and/or supplies for the facility

COORDINATOR

* Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.

* Ensuring quality control standards are consistently met for required audits and policies.

* Report all necessary KPI's weekly to Facilities Site Manager.

* Updating maintenance logs for the Facility.

* Ensure all PMs are scheduled and completed for the Facility.

* Assessing procedures and making recommendations for improvement.

* Coordinate with Facilities Site Manager all maintenance work to properly maintain facilities and grounds.

* Evaluate maintenance requests, set priorities, and process work assignments.

* Utilizes the established network of outside vendors and suppliers to ensure cost effective and timely support of the maintenance function.

* Schedules outside contractors or subcontractors to perform maintenance work and ensures work is completed in a timely and cost-effective manner.

* Ensures all yearly inspections records are maintained and schedules inspections accordingly

* Ensures that all company policies and procedures are followed related to the performance of the maintenance function.

* Assists with on-site event setup and logistics.

QUALIFICATIONS

* High school diploma or general education degree (GED) required.

* Minimum of two years of related experience and/or training required.

* Proficient with Microsoft Office (Word, Excel, and Power Point)

* Experience using computer maintenance software preferred

* Ability to work a flexible schedule when needed

* Regular and predictable attendance is an essential function of the job.

* Physical requirements include stooping, standing, walking, climbing stairs and ability to lift and carry heavy loads with assistance / Team Lift.

Reasoning Ability

* Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

* Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.

* Good problem-solving abilities and results-oriented

Financial Knowledge

* Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

Communication Skills

* Excellent interpersonal, written, and oral communication skills

* Ability to write routine reports and correspondence.

* Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.

* Ability to effectively present information to an internal department.

* Ability to communicate with managers, technicians, contractors

* Proven ability to prioritize tasks and workload within a fast-paced environment