Job Description

Job Description

Job Description

This position will be a part of our evolving and growing Facilities Department at our Corporate Headquarters. In this role you will assist the department with administrative duties while managing the mailroom / shipping and receiving. You will assist in the day-to-day operations while providing support in customer service, technical support, maintenance, operations, and finance. Excellent attention to detail and organizational skills are required.

• Heavy data entry, Excel, SAP, CMMS skills (a plus) needed.
• In office 5 days a week from 8am-5pm
• Contract 1 year but potential to hire on permanently after that.
• Lake Nona distribution center is the main work location
• Must have SAP and logistics background , sitting at front desk area-assisting with needs for facilities and logistics.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Responsible for managing the mailroom, its functionality and organization
• Manage & log all incoming shipments in our software to track, notify employees, ensure signatures and desired delivery is coordinated
• Assist in preparation of outgoing shipments, packaging and preparing labels
• Retrieve and sort all USPS mail, log any trackable deliveries in software
• Manage the FedEx user list so that specific employees have access to create their own labels
• Order any supplies needed for shipping, including FedEx and USPS
• Collaborate with the logistics department on international shipments to ensure proper documentation (i.e., custom forms)
• Oversee office supply ordering and inventory maintenance, submits replenishment orders via vendor websites or Coupa system to ensure we are adequately stocked and maintained
• Complete periodic checks at all print/copy areas, check supplies, re-stock as necessary
• Assist our regional offices in coordination with office and facility related vendors and other issues that may arise. Work closely with office staff and support as needed
• Coordinate document destruction service and document storage
• Oversee break rooms and vending services, contact vendors as needed, and ensure break rooms are adequately stocked and properly working
• Ability to gather data and create presentations in PowerPoint
• Monitor, dispatch and execute request from the departments work order system, email accounts and other department related software
• Assist with scheduling and manage minor repairs, maintenance, and other work requests through completion
• Prepare clear and comprehensive reports detailing the actions conducted to close work orders and facilities projects
• Communicate and coordinate with Property Management any facilities issues. Submit work orders and follow up to ensure completion.
• Conduct periodic walkthroughs, identify opportunities for improved operation and service excellence, make recommendations to ensure our Facility is kept to the high standard that has been set.
• Assist with building security and providing access to visitors and deliveries

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