Coordinator, Facilities Business Operations

1 month ago

Colorado Springs, United States United States Olympic and Paralympic Committee Full time

Description

Are you mission-driven and passionate about helping others succeed?

Do you strive to lead, follow, and act with integrity?

Are you the one who honors your commitments?

Is building trusting relationships an integral part of why you do what you do?

Do you push limits and challenge the status quo?

If you answered YES, keep reading to discover how you can significantly contribute to Team USA's success

Here's a summary of responsibilities:

Under the leadership of the Manager, Facilities Business Operations, the Coordinator, Facilities Business Operations will coordinate administrative and business operations by gathering information and implementing administrative systems, procedures, and policies. The Coordinator will process purchase requisitions and invoices, compose contracts, coordinate the routing process, and provide input for process improvements. This role will also monitor and assist in managing administrative projects, maintaining databases, and department filing systems. The Coordinator also serves as the primary point of operational and administrative contact for internal and external clients.

Here's how you'll have an impact:
  • Assist with departmental business planning efforts. Using various analytics and metrics, gather financial and operational data/information to identify opportunities and help drive solutions to improve business processes that align with organizational strategy.
  • Assist in the development and maintenance of AkitaBox, provide input for reporting and business processing functions, and extract information as requested.
  • Update the preventative maintenance program in AkitaBox. After projects are completed, update building information in the system.
  • Process purchase requisitions for purchase order issuance, pay invoices, and file them using the department system.
  • Compose contracts and statements of work as requested, route for permissions, and file contracts and statements of work.
  • Act as the primary liaison between the Facilities Management Department, field personnel, outside vendors, and consultants. Resolve problems where appropriate and ensure consistency and effectiveness in communication and reporting.
  • Enhance collaboration and seek input from other internal departments at the Olympic & Paralympic Training Center on processes and/or customer service areas that can be improved.
  • Assist with gathering requirements and maintaining department policies and procedures.
  • Plan, coordinate, and direct special administrative projects as required.
  • Greet and direct visitors, receive and sort mail, issue and log contractors' security cards, answer multi-line phone calls, and dispatch accordingly. Assist the Manager, Facilities Business Operations, in tracking SafeSport requirements for external vendor badge checkout.
  • Prepare, proofread, and organize documents for meetings and department notices.
  • Maintain financial spreadsheets in Excel, file invoices, and format reports for distribution.
  • Assist in selecting, ordering, and distributing office and break room supplies.
  • Maintain department calendars and contact lists for distribution. Maintain department SharePoint for centralized information sharing among the organization and update as needed. Work with internal stakeholders to distribute information on updated department policies and procedures.
Here are the skills and experience you'll need to be effective:
  • Bachelor's degree or equivalent work experience
  • 1-3 years of administrative work experience
  • Outstanding analytical and organizational skills with acute attention to detail and processes
  • Strong computer skills in Excel, Word, and PowerPoint with an ability to produce quality projects and presentations
  • Understanding of and comfortable working within databases
  • Observant and self-motivated, able to work independently of direct supervision
  • Proactive and capable of seeking information independently, solving conceptual problems, corralling resources, and delivering results
  • Flexibility to adapt to challenging work situations and varied styles
  • Ability to multitask
  • Strong attention to detail
  • Ability to collaborate with others
Here are some things that will make you super competitive for this role:
  • A bachelor's degree in facilities management, business, or finance is preferred.
Here are the tools, equipment, & conditions:
  • Standard office equipment
  • Office environment in a multi-story building on a multi-building site
  • Ability to occasionally move or lift 50 lbs.
  • Ability to move frequently throughout the worksite
  • Regular attendance at work is an essential job function
Here's where you'll work:
  • This hub-based position will regularly work from the Colorado Springs Olympic & Paralympic Training Center.
Here's some more information you need to know:
  • Hiring Pay Range: $22.65 - $26.62 per hour.
  • This full-time, non-exempt position is intended to work 40 hours per week.
  • Bonus: This position will be eligible for the Annual Incentive Award Program, which has a 5% target. The USOPC may change or eliminate this program at any time at its sole discretion.
  • Benefits: This position will be eligible for USOPC benefits. You can view a summaryhere.

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