Facilities Services Coordinator

Ricoh Americas Holdings • Maple Grove, MN

1d • Onsite

About The Position

The Facilities Services Coordinator supports the daily administration and coordination of facility operations. This role acts as the communication hub between employees, leadership, vendors, and facility service teams.

Requirements

• Specialist, Facilities
• Proficiency in various Microsoft Suite apps
• Experience with Sharepoint
• Experience with MS Teams
• Experience with Outlook
• Experience with Servicezone workflow platform
• Experience with myIT Service Portal
• Experience with Envoy visitor system

Responsibilities

• Vendor & Services Coordination: Schedule or assist with scheduling services (AV/IT Team, Catering Team), coordinate access and information resources, update Sharepoint page resources, review & update SOPs periodically, coordinate with Planning Team for Servicezone update coordination, cross-reference various context maps with Servicezone, coordinate Outlook information updates, and sustainment map updates.
• Administrative Facility Support: Create & maintain facility documents.
• Communications: Coordinate information updates for At A Glance (newsletter) publications, draft & edit campus communications (Construction notices, Amenities news & hours, ERG & Social Club event marketing & announcements), create email notices, manage Mediatile/digital displays, create print media (posters, table tents, etc.), maintain Facilities Amenities document archive, and manage MS Teams pages/Sharepoint pages.
• Building Access & Security Support: Assist with visitor badge registrations using the AH Security visitor system (Envoy), coordinate with the Security Team to ensure Security protocols are used, and provide support to vendor employees for BSC badging and security requirements.
• Maintenance & Facility Condition Tracking: Identify issues when they arise and escalate/delegate when appropriate, coordinate one-off ticket issues within the Common Space sustainment process, and create work orders (Servicezone & myIT – AV Requests).
• Supporting Event Set up Requests: Coordinate for ERGs, Social Groups, BSC Summit Events, and special meeting set up requests.
• Tools & Systems: Coordinate workflows & processes and update information tools, coordinate with AH Security Team for Red/White Pine & The Pulse setups (Outlook calendars), coordinate with the Planning Team for complex requests when a special event setup is requested outside of standard setups, develop unique setups via scaled diagrams (Powerpoint), manage Sharepoint page content, assist with Servicezone event workflow coordination, and develop workflow processes for Facilities Technicians (Café Equipment PMs & Maintenance - in development).
• Coordinate Scheduling of Food Truck Thursdays at AH: Initial invitation/reach out (email), ensure proper licensing requirements are communicated to vendors, communicate on-site guidelines for service to participating vendors, coordinate marketing across Arden Hills (dates & times, menus, etc.), collect sales data from vendors to measure success, coordinate scheduling strategically with known ERG & Social Group events, and ensure proper licensing is obtained and submitted to BSC City of Arden Hills & MN Department of Health guidelines.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed