Office Administrator/Facility Mgt & Services

Title: Office Administrator/Facility Mgt & Services
Location: Minneapolis MN
Duration: 3 month(s) and Temp to Perm

Specific Skills Needed: Customer Service, Vendor management, Communication
Years of Experience: 3 years

Reason for request New site opening that is combining smaller locations. Previous locations did not have an individual who performed these tasks. With the more centralized location, a resource is needed.

GENERAL FUNCTION
Organizes, coordinates and implements office process and procedures in order to ensure organizational effectiveness and efficiency. Supports prints device and mail services, office and supply inventory mgt, 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 able to work independently. Well organized, flexible and enProducts the administrative challenges of supporting an office of diverse employees.

MAJOR DUTIES AND RESPONSIBILITIES
PRINT DEVICE & MAIL/SHIPPING & RECEIVING SERVICES
Print Device
Deliver paper for office equipment such as printers, copiers and fax machines
First responder for a print device issues then contact tech services if additional support is needed
Ensure proper maintenance and usage of all equipment and supplies.
Mail/Shipping & Receiving
Process all outgoing pre-stamped personal US Government Client.
Process all outgoing FedEx packages (Business use only).
Verify, sign and record all incoming/outgoing Accountable Mail, i.e., FedEx, DHL, UPS, Express, Registered, Certified, Insured and Custom Design Mail.
Deliver incoming FedEx, DHL, UPS, Client packages
Sort and deliver all incoming U.S. Postal Service 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 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, Client, Iron Mountain,).
Provide vendors with updated address to improve accuracy of incoming mailings

CONFERENCE CENTER SUPPORT
Coordinates audio-visual equipment and prepares facility for meeting (including Skype, WebEx, teleconference and VTC)
Ensure proper maintenance and usage of all equipment and supplies
Prepares coffee and set out snacks as requested
This role would also need to cover the front desk for periods of time during the day for Asset Protection. Current idea is the following:

AP Guard: 7am - 4pm (temp-Allied Universal?)
Instrument Employees work 5 days in office 7:30am - 4:00pm

Office Hours on Door: 8am - 5pm

Office Service: 8:30am - 5:30pm (temp - Contatti)
> > 8:30 - 12: Office Services tasks - Package/Mail Deliveries; Food/Beverage Service; Vendor Maintenance; Office Supplies
> > 12 - 1: Cover Front Desk (AP lunch)
> > 1 - 2: Go to lunch
> > 2 - 4: Office Service tasks
> > 4 - 5:30: Cover Front Desk