Specialist, Facilities

Ricoh•Arden Hills, MN

5h•$22 - $29•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

Updating Sharepoint page resources
Review & update SOPs periodically (various Microsoft Suite apps)
Coordinate with Planning Team – FUTURE STATE
Servicezone update coordination
Cross-reference various context maps with SZ
coordinate Outlook information updates
Sustainment Map updates
Outlook coordination with Servicezone
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
Email notices
Mediatile/digital displays
Print media – posters, table tents, etc.
Maintain Facilities Amenities document archive
MS Teams pages/Sharepoint pages
Building Access & Security Support
Assist with Process: visitor badge registrations
AH Security visitor system: Envoy
Coordinate with Security Team to ensure Security protocols are used
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 Common Space sustainment process
Create work orders (Servicezone & myIT – AV Requests)
Supporting Event Set up Requests
ERGs
Social Groups
BSC Summit Events
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
When a special event setup is requested outside of standard setups
Coordinate with Planning Team for complex requests
Develop unique setup via scaled diagrams (powerpoint)
Sharepoint page content
Assisting with Servicezone event workflow coordination
Development of workflow process for Facilities Technicians
Café Equipment PMs & Maintenance (OQC - 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 – measure success
Coordinate scheduling strategically with known ERG & Social Group events
Ensure proper licensing is obtained and submitted to BSC
City of Arden Hills & MN Department of Health guidelines

Responsibilities

Schedule or assist with scheduling services (AV/IT Team, Catering Team)
Coordinate access and information resources when needed (Updating Sharepoint page resources, Review & update SOPs periodically)
Coordinate with Planning Team for Servicezone update coordination, Sustainment Map updates, and Outlook information updates
Create & Maintain facility documents
Coordinate information updates for At A Glance (newsletter) publications
Draft & edit campus communications (Construction notices, Amenities news & hours, ERG & Social Club event marketing & announcements)
Maintain Facilities Amenities document archive (MS Teams pages/Sharepoint pages)
Assist with Process: visitor badge registrations (AH Security visitor system: Envoy)
Coordinate with Security Team to ensure Security protocols are used
Provide support to vendor employees for BSC badging and security requirements
Identify issues when they arise and escalate/delegate when appropriate
Coordinate one-off ticket issues within Common Space sustainment process
Create work orders (Servicezone & myIT – AV Requests)
Supporting Event Set up Requests (ERGs, Social Groups, BSC Summit Events, Special meeting set up requests)
Coordinate workflows & processes and update information tools
Coordinate with AH Security Team for Red/White Pine & The Pulse setups (Outlook calendars) when a special event setup is requested outside of standard setups
Coordinate with Planning Team for complex requests
Develop unique setup via scaled diagrams (powerpoint)
Sharepoint page content
Assisting with Servicezone event workflow coordination
Development of workflow process for Facilities Technicians
Coordinate scheduling of Food Truck Thursdays at AH (Initial invitation/reach out, Ensure proper licensing requirements are communicated to vendors, Communicate on-site guidelines for service to participating vendors, Coordinate marketing across Arden Hills, Collect sales data from vendors, Coordinate scheduling strategically with known ERG & Social Group events, Ensure proper licensing is obtained and submitted to BSC, Adhere to City of Arden Hills & MN Department of Health guidelines)