Business Support / Project Coordinator

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We provide expert, sustainable solutions in records and information management, digital transformation services, data centers, asset lifecycle management, and fine art storage, handling, and logistics. We proudly partner every day with our 225,000 customers around the world to preserve their invaluable artifacts, extract more from their inventory, and protect their data privacy in innovative and socially responsible ways.
Are you curious about being part of our growth story while evolving your skills in a culture that will welcome your unique contributions? If so, let's start the conversation.
Job Summary
Based in Boyers, Pennsylvania, the Business Support / Project Coordinator position, is responsible for providing support to the GRE Facility and Project Management Group for both business administrative activities and project coordination activities. The incumbent will be responsible for the day-to-day administrative support of the Iron Mountain facility management and project management teams. Additionally, the position will support both teams in coordinating project schedules and other project and maintenance administrative functions. The position will require constant communication and interaction with both internal and external customers as well as vendors and suppliers. The incumbent will report to the Boyers Director, Property and Facility Program Management.
The candidate will demonstrate experience, functional knowledge, and skill in

• The Google G Suite and/or Microsoft Office software packages with an emphasis on spreadsheet creation and management at or above an intermediate level.
• Administering the GRE FM onsite procurement process, generating w/os, receiving of deliveries, and completing the invoicing process, working closely with our designated CBRE Facility Coordinator to ensure accurate entries and reporting.
• Generation of customer billing documents for utilities and labor outlined by lease requirements and coordinating with the finance team so invoicing is correct.
• Generate and Maintain GRE facility environmental reporting files for delivery to customers to meet SLAs.
• Maintain GRE FM files for archival library and audit purposes.
• Assisting with the development and review of Methods of Procedures (MOPs) Standard Operating Procedures (SOPs), project scopes, and process documentation, for tracking and managing projects as well as daily operations and process improvement initiatives.
• Participating as a knowledgeable team member of the Boyers Global Real Estate team
• The ability to learn and operate the facility management work order, project management, and business administration software systems in support of the GRE business operation.
• Interacting with various other internal groups such as Core business operations, IMDC, and GSRS to coordinate customer and vendor visits and reserve necessary logistical items.
• Demonstrating the capability to read, understand, and apply standard documents affecting real estate projects, including but not limited to agreements/contracts, leases, work letters, project charters, and a basic understanding of surveys and drawings.
• Interfacing directly with internal and external customers to support the development of project requirements. Support the preparation of project scopes, project delivery resource requirements, cost estimates, budget tracking, work plan schedules & milestones, and risk identification.
• Support the Request for Proposal process to include bid analysis.
• Supporting project delivery process for smaller projects.
• Tracking progress of projects against goals, objectives, approved budgets, and approved timelines. Reporting status and variances. Creating action plans to meet objectives, budget and schedule.

Education, Experience, Compensation, and Other Requirements
Education

• Associate degree in business administration strongly preferred
• High School Diploma with equivalent and related field experience is acceptable.

Experience

• The candidate should have a minimum of 5 years working in Business Support, administrative or project coordination.
• Strong Excel Experience.

Communication Skills

• Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable, and courteous service to customers. Ability to effectively present information.

Financial Knowledge

• Requires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and/or commissions. Conducts basic financial analysis.

Reasoning Ability

• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires intermediate analytical and quantitative skills

Interpersonal Skills:

• Demonstrate customer service skills
• Verbal and written communication skills
• Working well with others
• Team player
• Ability to work both independently and within a team environment
• Have the ability to manage multiple tasks simultaneously using strong organizational and analytical skills.
• Ability to build and maintain strong relationships with diverse groups including internal and external customers and suppliers.

Job / Physical Requirements/Qualifications:

• Minimal travel (less than 10% a year)
• Willing and able to work overtime as required.
• Must have valid driver's license

Key Relationships
Reports to:
Boyers Director, Property and Facility Program Management
Other Key Relationships:
VP, Global FM, Sustainability & Project Delivery
Boyers - Construction Supervisor
Boyers - FM Platform Supervisor
Boyers Project Manager
Boyers - Director, Safety, Risk and Security
Operations Manager, Boyers
Critical Competencies

• Experience with purchase order and invoice management
• Demonstrated excellence in customer service skills
• Excellent analytical skills
• Strong knowledge of Google G-Suite and /or Microsoft Office Products.
• Preference for operating with substantial independence and strongly self-motivated
• Excellent verbal and written communication skills in order to interface effectively with clients, peers across Iron Mountain and external vendors
• Ability to work both independently and within a team environment
• Ability to deal with conflict in a constructive manner
• Excellent organizational skills
• Excellent relationship building skills
• Ability to work productively in environment requiring multi-tasking and working against deadlines
• Proven success at working in a matrixed management environment

Category: Administrative Services