Administration Assistant

1 month ago

Shakopee, United States Cyber Power Systems USA Full time
Job DescriptionJob Description

The Facilities Coordinator performs a variety of facilities support functions for the company to ensure day-to-day operations function as seamlessly as possible. This position uses effective communication methods to support company goals and objectives while promoting cooperation and commitment within the team. The ideal candidate has a strong sense of confidentiality and ethical behavior.

This position reports to the Facilities and Administrative Manager and will interact on a regular basis with administration, warehouse, information technology, human resources, management staff and external vendors. This position works cooperatively with others.

Responsibilities

· Facilities Coordinator provides general facility support services for CyberPower facilities, including corporate office, warehouses, and company owned & managed corporate housing.

· Respond to all facility inquiries & complaints; assess problems; and take the necessary corrective action in a timely manner.

· Generate work orders and assign appropriate internal staff, property management, or third-party vendors; effectively documenting action taken for each request; following through each order to completion.

· Remains knowledgeable regarding operational aspects of all CyberPower facilities’ building systems.

· Perform general repairs as able that do not require a specialized technician, such as changing lightbulbs, replacing ceiling tiles, hanging whiteboards, etc.

· Assists in the management of company kitchens and breakrooms.

· Monitors and maintains cleaning services and schedules, communicating proactively to address cleaning requests, upcoming events, and other planned projects.

· Keeps general use spaces organized, clean, pleasantly arranged, and welcoming; continuously monitors facilities, identifying areas of concern and taking the necessary corrective action in a timely manner to maintain building integrity and employee & visitor safety.

· Provides a positive first impression to employees, customers, vendors, and visitors.

· Coordinates related communications for the CyberPower facilities between various contractors/suppliers and staff.

· Support project planning and execution for facilities initiatives as requested; maintaining up-to-date documentation and providing project status updates.

· Facilitates and helps arrange maintenance for company owned vehicles.

· Assists with on-site event setup and logistics as requested.

· Manages assigned vendor relationships, maintaining up to date documentation on vendor contact information.

· Verify job completion, final invoice pricing, and processes invoices for approval in a timely manner.

· Research new vendors; requests, reviews, and recommend bids and proposals from vendors, ensuring pricing and bids remain competitive.

· Inventory & Asset Management: order, receive, and organize the facilities consumables and supply inventory; frequently price comparing vendors; maintaining an organized and accurate inventory.

· Maintain up-to-date documentation on all facilities equipment and assets.

· Ensures all equipment preventative maintenance records are maintained and PMs are proactively scheduled.

· Ensures safety standards are followed in all CyberPower facilities.

· Serve as Program Administrator for assigned safety programs, participate in Safety Committee meetings, recommending improvements in methods and procedures as necessary.

· Ensure AED, eyewash stations, fire extinguishers and other First Aid equipment and supplies are

appropriately maintained.

· Assists/leads special projects insuring completion or smooth transition of duties if necessary.

· Assist with creating, following, maintaining, and updating standard operating procedures (SOPs) and manuals, recommending improvements in methods and procedures as necessary.

· Assists with contracts and special project assignments from legal and human resources teams as needed.

· Serves as backup on janitorial and reception duties as required.

· Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.

· Work diplomatically and effectively across cross-functional teams.

· Attendance is an essential function of this position.

· Performing all other duties as assigned.

 

Company DescriptionCOMPANY MISSION\t COMPANY VISION
CyberPower builds strong relationships by creating trusted power solutions.\tTo be your ultimate ally in power.Company DescriptionCOMPANY MISSION\t COMPANY VISION\r
CyberPower builds strong relationships by creating trusted power solutions.\tTo be your ultimate ally in power.

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