Facilities and Event Logistics Administrator

4 weeks ago

Oviedo, United States Onsite Safety Inc Full time
Job DescriptionJob DescriptionDescription:

The Facilities and Event Logistics Administrator supports the Facilities and Event Logistics Coordinator in partnership with the Leadership Team, in the efficient management and coordination of all facilities, projects, and event logistics for Ault Solutions and related Business Units (BUs). This role ensures that all administrative duties for maintaining the physical spaces, including offices, warehouses, properties, and homes for all BU’s under Ault Solutions, are completed and organized and that events and projects are planned and executed seamlessly by supporting the Coordinator.

Requirements:

Collaboration and Communication

  • Work closely with the Facilities, Projects, and Event Logistics Coordinator and other departments to ensure seamless coordination of events, projects, and facility operations.
  • Communicate effectively with internal and external stakeholders to provide updates and address any concerns.
  • Foster strong relationships with vendors, contractors, and service providers.

Facilities Management

  • Assist the Facilities and Event Logistics Coordinator in overseeing the day-to-day operations of the facility, including maintenance, security, and cleanliness.
  • Coordinate schedules and maintain records for external vendors who conduct repairs, maintenance, and other services as needed.
  • Conduct regular inspections of the facility to identify and address any issues, reporting findings to the Coordinator.
  • Manage inventory of supplies and equipment, ensuring all necessary items are stocked and in working order.

Project Management

  • Support the Coordinator and coordinate with internal teams and external partners in planning and executing projects, ensuring they are completed on time and within budget.
  • Track project milestones, deliverables, and deadlines.
  • Prepare project documentation, including schedules, budgets, and reports.
  • Assist in managing project budgets and track expenses to ensure cost-effective solutions.

Event Logistics

  • Support the Coordinator in planning and coordinating logistics for events, including setup, teardown, and overall event flow.
  • Liaise with event organizers to understand requirements and ensure all logistical needs are met, under the guidance of the Coordinator.
  • Assist with arrangements for necessary equipment and materials, such as audiovisual equipment, decor, seating arrangements, and catering.
  • Assist in coordinating with vendors and service providers to ensure timely delivery and setup for events.
  • Assist in managing event budgets and tracking expenses to ensure cost-effective solutions.

Administrative Duties

  • Maintain accurate records of facility, project, and event operations, including maintenance logs and documentation.
  • Utilize and maintain the work management platform to track tasks, schedules, and workflows.
  • Assist with scheduling needs.
  • Provide administrative support to the facilities management, project management, and event planning teams as needed.
  • Respond to inquiries and requests from staff, clients, and visitors in a professional and timely manner.

Qualifications

  • Strong organizational and multitasking skills with a keen attention to detail.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite and other relevant software.
  • Experience with work management platforms (e.g., Asana, Trello, Monday.com) is a plus.
  • Ability to work flexible hours, including evenings and weekends, as needed.
  • Problem Solving skills and the ability to work under pressure.
  • Knowledge of health and safety regulations and best practices.

Onsite Safety, Inc. is an Equal Employment Opportunity (EEO) employer and Drug-Free Workplace and prohibits employment discrimination against employees and applicants based on their age, race, color, pregnancy, gender, gender identity, sexual orientation, national origin, religion, marital status, citizenship, or because he or she is an individual with a disability, protected veteran or other status protected by federal, state, and local laws.

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