Facilities Coordinator, Americas
3 weeks ago
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.
-
Facilities Coordinator, Americas
1 month ago
Provo, United States Synapse Full timeRole: 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...
-
Facilities Coordinator, Americas
2 days ago
Provo, United States Synapse Full timeRole: 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...
-
Facility Security
4 weeks ago
Provo, Utah, United States teamworkonline Full timeOverviewSecurity staff under direction from the Security Lead is responsible for shipping and receiving items within the Utah Valley Convention Center along with the prevention, detection and reporting of safety concerns on UVCC property; assists staff, clients and visitors to the facility.This role will pay an hourly wage of $13.00 to $15.00. For PT roles:...
-
Facility Security
2 days ago
Provo, Utah, United States teamworkonline Full timeOverviewSecurity staff under direction from the Security Lead is responsible for shipping and receiving items within the Utah Valley Convention Center along with the prevention, detection and reporting of safety concerns on UVCC property; assists staff, clients and visitors to the facility.This role will pay an hourly wage of $13.00 to $15.00. For PT roles:...
-
Resident Care Coordinator
5 days ago
Provo, United States BEEHIVE HOMES PROVO Full timeJob DescriptionJob DescriptionWHO WE ARE: Beehive Homes of Provo is an innovative memory care facility seeking to better the lives of our wonderful residents in a smaller home environment. We focus on activities and relationships. We want our caregivers to find joy in spending time with our residents. We have a great work environment and are so grateful for...
-
Resident Care Coordinator
2 days ago
Provo, United States BEEHIVE HOMES PROVO Full timeJob DescriptionJob DescriptionWHO WE ARE: Beehive Homes of Provo is an innovative memory care facility seeking to better the lives of our wonderful residents in a smaller home environment. We focus on activities and relationships. We want our caregivers to find joy in spending time with our residents. We have a great work environment and are so grateful for...
-
Logistics Coordinator
5 days ago
Provo, Utah, United States Aston Carter Full timeDescription:The Logistics Coordinator is responsible for planning, organizing, and executing the Company's purchasing activities while improving existing processes and procedures for buying services, supplies and materials. The ideal candidate will possess excellent management, communication, highly organized and problem-solving skills. Must have clear...
-
Logistics Coordinator
2 days ago
Provo, Utah, United States Aston Carter Full timeDescription:The Logistics Coordinator is responsible for planning, organizing, and executing the Company's purchasing activities while improving existing processes and procedures for buying services, supplies and materials. The ideal candidate will possess excellent management, communication, highly organized and problem-solving skills. Must have clear...
-
Facilities Intern
1 week ago
Provo, United States Revere Health Full timeJob DescriptionJob DescriptionSalary: At Revere Health, we value the health of our patients above all else. As the largest independent multi-specialty physician group in Utah, our healthcare system gives patients the best in communication, quality, coordination and innovation. Founded in 1969 in Provo, Utah, Revere Health has grown to include 29 medical...
-
Facilities Intern
2 days ago
Provo, United States Revere Health Full timeJob DescriptionJob DescriptionSalary: At Revere Health, we value the health of our patients above all else. As the largest independent multi-specialty physician group in Utah, our healthcare system gives patients the best in communication, quality, coordination and innovation. Founded in 1969 in Provo, Utah, Revere Health has grown to include 29 medical...
-
Sr. Manager, De Novo Practices and Facilities
1 month ago
Provo, United States Dentive, LLC Full timeJob DescriptionJob DescriptionPosition Overview:We are seeking a highly skilled and experienced Senior Manager to oversee the development of de novo dental practices and facilities. The ideal candidate will be adept at managing the end-to-end process of establishing new dental practices, from conducting demographic research to overseeing construction and...
-
Assistant Evening Program Coordinator
2 days ago
Provo, United States Oasis Ascent Full timeJob DescriptionJob DescriptionObservation, Assessment, Stabilization, and Intensive Support.Family healing starts at OASIS._________________________________________________________________Full time | Benefits | 40-45 hrs/week, rotating on-call weekendsLocated in Provo, Utah_________________________________________________________________Job Summary: Staff...
-
Trauma Injury Prevention Outreach Coordinator
2 weeks ago
Provo, United States Intermountain Healthcare Full timeJob Description: The Trauma Injury Prevention and Performance Improvement Coordinator works directly with the Trauma Services Manager or Coordinator to manage, maintain and coordinate the injury prevention and/or the performance activities at the assigned facility. The incumbent may function in a single or possible dual role depending on the facility's...
-
Provo, United States Intermountain Healthcare Full timeJob Description: The Trauma Injury Prevention and Performance Improvement Coordinator works directly with the Trauma Services Manager or Coordinator to manage, maintain and coordinate the injury prevention and/or the performance activities at the assigned facility. The incumbent may function in a single or possible dual role depending on the facility's...
-
Provo, United States Early Learning Essentials Full timeCOMPANY DESCRIPTION Make a difference in the community with Early Learning Essentials (ELE)! We are a non profit organization that offers preschool services to children and families who encounter life's challenges and need a hand up. Full-time positions enjoy exceptional benefits with medical, dental, life, and a 401(k). We are a family friendly company as...
-
Adult Hockey Program Coordinator
16 hours ago
Provo, United States Istituto Marangoni Full timePosition Title: Adult Hockey Program Coordinator (PT) Job Posting Closing Date: 06/13 The Provo City Ice Arena is looking for a part-time Adult Hockey Program Coordinator to provide entry-level professional work responsible for planning, organizing, and implementing recreational, athletic, and/or special event programs. Civic-minded individuals interested in...
-
Procedure Coordinator-FT-Provo
1 month ago
Provo, United States Revere Health Full timeJob DescriptionJob DescriptionSalary: $16.00At Revere Health, we value the health of our patients above all else. We are the largest independent multi-specialty physician group in Utah, our healthcare system gives patients the best in communication, quality, coordination and innovation. Founded in 1969 in Provo, Utah, Revere Health has grown to include 29...
-
Procedure Coordinator-FT-Provo
1 day ago
Provo, United States Revere Health Full timeJob DescriptionJob DescriptionSalary: $16.00At Revere Health, we value the health of our patients above all else. We are the largest independent multi-specialty physician group in Utah, our healthcare system gives patients the best in communication, quality, coordination and innovation. Founded in 1969 in Provo, Utah, Revere Health has grown to include 29...
-
Provo, United States teamworkonline Full timeOverviewSecurity staff under direction from the Security Lead is responsible for shipping and receiving items within the Utah Valley Convention Center along with the prevention, detection and reporting of safety concerns on UVCC property; assists staff, clients and visitors to the facility.This role will pay an hourly wage of $13.00 to $15.00. For PT...
-
Provo, United States teamworkonline Full timeOverviewSecurity staff under direction from the Security Lead is responsible for shipping and receiving items within the Utah Valley Convention Center along with the prevention, detection and reporting of safety concerns on UVCC property; assists staff, clients and visitors to the facility.This role will pay an hourly wage of $13.00 to $15.00. For PT...
