Role: Facilities Coordinator, Americas - Facilities Management and Operations
Reporting to: Manager, Facilities US Western Region
Opentext - The Information Company
OpenText is a leading global software company specializing in Enterprise Information Management (EIM). Our EIM platform enables businesses to grow faster, lower operational costs, and reduce information governance and security risks by improving business insight, impact, and process speed.
The Opportunity:
OpenText is seeking a Facility Coordinator to join our Facilities Management and Operations team and support the office functions at our Provo office.
As a vital member of the Facilities Operations team, your focus will be to ensure the office operates effectively and efficiently, service levels are phenomenal, and our guests are received with energy, enthusiasm, and professionalism.
As a first point of contact, you will be an ambassador of our brand and take pride in providing the optimal customer experience. This position requires organization, creativity, active listening, and enthusiasm. The right candidate will help us find new ways to impress visitors and our internal staff with unparalleled service.
Job Responsibilities:
- Being responsible for daily site facilities tasks, requests, and issues, and being the main facilities point of contact for employees/contractors, vendors and other departments including IT, HR, Real Estate, Workplace Programs, Security and Health & Safety.
- Working closely with reception staff by, (1) Daily reception coverage for breaks and lunch, (2) Welcoming visitors and employees, answering the phone, and routing calls in a professional manager, (3) Maintaining adequate stock of office, cleaning, and kitchen supplies.
- Distribute incoming mail and prepare outgoing shipments and interoffice mail.
- Mailroom duties include responding to the courier's scheduled deliveries and pickup times and supporting sub-tenant mail services, as required.
- Scan and process time-sensitive checks, invoices, tax, and legal documents.
- Engaging in ERP (SAP, NetSuite, Ariba) software to set up and maintain vendors, submit scope of work, track approval financial approval flows, request project POs, submit invoices, and keep precise records of project costs.
- Nurture an intimate working relationship with the Facilities Team, Sourcing/Procurement, Accounts Payable, Security, Vendors, Project Managers, the building's Landlord, and their property manager.
- Conserve the office's professional appearance and general organization, overseeing cleaning services provided by the Day Porter, maintaining the cleanliness and routine maintenance of all common areas including EBC, kitchen area(s), break rooms, supply room, copy rooms, floors, interior glass, conference rooms, collaboration spaces, etc.
- Update building signage as assigned to include employee nameplates.
- Perform extensive administrative tasks: manage meeting room calendars, prepare purchase order requisitions, and handle special projects.
- Maintain databases such as operating manuals, floor plan software, visitor access cards, visitor management system, new hires system, workflows, facility work order system, bike locker management, employee fitness center, parking permits, and vendor insurances.
- Develop and maintain tracking sheets as required.
- Oversee new hire seating assignments, internal staff moves, and coordinate with the Facilities and IT teams.
- Representing Facilities Ops. on the health and safety committee and being first aid certified. Participating and coordination of the required building safety program and evacuation drills.
- Coordinate service to the office and liaison with the landlord's property manager and other 3rd party vendors.
- Active involvement with event coordination, managing setup and tear down, and obtaining necessary landlord approvals. Oversee conference room bookings and coordination with meeting organizers.
- Coordinate food service orders/catering for planned events, as needed.
- Maintain inventory supplies, ordering and restocking stationery and kitchen supplies.
- Maintain a high level of awareness to support the safety and security of OpenText's employees and premises.
- Assist with additional projects as needed, always creating a high-touch, "best in class" candidate experience.
- Identifies problems with facilities regarding function and appearance, analyzes potential solutions, and works with the Manager to implement improvement plans.
- Assist the facilities team as needed with all miscellaneous tasks and assignments.
- Other duties as assigned.
Qualifications:
- Minimum 5 years previous experience in office services role / administrative support
- Possesses excellent verbal/written communication and interpersonal skills
- Ability to interface and communicate with all levels of the organization; Strong customer service focus
- Strong attention to detail and follow-through
- Excellent organizational skills and attention to detail
- Highly proficient in MS Office Suite (Word, Excel, Outlook, Teams)
- Ability to learn new software quickly and proficiently (SAP, NetSuite, Ariba, CenterStone, Concur).
- Ability to recognize critical items, prioritize accordingly, and execute with decisive action.
- Provide a positive experience to our customers, clients, and employees alike;
- Demonstrated ability to work collaboratively as part of a team and in a team environment.
- Ability to be discreet and handle confidential, sensitive information
- College / University degree/certificate or equivalent work experience is an asset.
- Must demonstrate a desire to embrace learning and take initiative
- Capable of multi-tasking in a fast-paced environment
- Working experience with UPS, FedEx, AIT, and other couriers with domestic and international shipments, including large freight items.
- Some physical labor is required: the ability to lift twenty pounds.
Work Environment
General office environment. However, work outside of these hours may be necessary due to project schedules, and deadlines. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.
