Facilities Coordinator

Arizona Department of Administration•Phoenix, AZ

7d•Onsite

About The Position

This position is responsible for a variety of business and operational functions delivered as a service by the Facilities team. Position is responsible for supporting facilities operations (receiving assets, tagging assets, picking up mail, delivering mail, sorting mail, etc.), scheduling and resolving facility tickets and work orders, and responding to requests for vehicle check-out, supplies, cubicle orientation, conference space step-up, etc. The position provides daily coverage for lunch and breaks at the front desk, answering phones and assisting customers. This position requires possession of a valid Arizona driver's license. Must have the ability to lift and carry at least 25 lbs. The schedule for this position is Monday through Friday, 8:00 AM to 5:00 PM, on-site at ADWR Headquarters. This position is not eligible for remote work.

Requirements

Knowledge of: Mail room operations, procedures, analysis techniques and principles
Inventory practices and procedures and records keeping and inventory controls
Copying and scanning equipment
General Customer service principles
Safety practices and procedures
Continuous quality improvements and lean concepts.
Skills in: Reviewing and evaluating program activities analytically and developing effective plans and methods for program improvement
Customer service in person, in writing, and over the phone
Interpersonal and oral communication
Oral and written communication
Organization and detail-oriented
Proficiency with Microsoft Suite applications and Google Suite
Time management
Performing repetitive motions such as opening of mail, lifting boxes, sorting of documents, scanning and filing
Problem solving
Administrative functions
Ability to: Interface effectively with all levels of the organization
Multi-task, prioritize, and respectfully resolve customers concerns while consistently providing superior levels of customer service
Ensure all relevant procedures are followed from beginning to resolution
Identify opportunities and implement solutions to improve efficiency and reduce waste
Efficiently communicates activities and results as appropriate
Drive state vehicles
Assist in assembling conference rooms, lift tables, chairs, and equipment
Exercises discretion
Work with interruptions and adapt to changing priorities
Build strong relationships inside and outside the organization
This position requires possession of a valid Arizona driver's license.
Must have the ability to lift and carry at least 25 lbs.

Nice To Haves

Facilities and vehicle fleet experience.

Responsibilities

Provides timely, courteous, and high-quality customer service to members of the public, vendors, external State agencies, Department staff, and other customers while assuring compliance with all statutes, rules, regulations, policies, and procedures.
Responsible for processing agency mail on a daily basis in accordance with agency procedures. Ensures smooth coordination with other State agencies in the areas of mail pickup and delivery. Responsible for receiving, inventory and imaging records.
Monitors ADWR Facilities ticketing system and responds to requests for vehicle check-out, supplies, cubicle set up for on-boarding, etc.
Manages and maintains vehicle mileage data, facilitates recurring meetings with Department staff who drive assigned vehicles, and makes recommendations to the Procurement Supervisor about vehicle usage and planning.
Update and manage floorplans in Home Designer Pro. Makes recommendations to the Procurement Supervisor about office space assignments, space utilization, and similar topics. Organizes and oversees modifications to cubicles, conference rooms, and other office spaces.
Provides backup to the receptionist daily during lunch and other breaks as well as full days on occasion.
Surplus end-of-life computing assets and office furniture.
Other duties as assigned as related to the position.