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Form of workJob Description
Ensure organizational effectiveness and office efficiencies of the Eden Prairie, MN location through independent oversight of administrative support tasks and facility management.
This multi-faceted position interfaces with internal team members at all levels of the organization, external business partners and guests, and facility vendors.
Office Facilities Management
Office Administration
Administrative Support
Required Skills
Ensure organizational effectiveness and office efficiencies of the Eden Prairie, MN location through independent oversight of administrative support tasks and facility management.
This multi-faceted position interfaces with internal team members at all levels of the organization, external business partners and guests, and facility vendors.
Office Facilities Management
- Independent oversight of all daily office operations and facilities maintenance, operating within an established budget.
- Meet with suitable vendors to assess their products, inquire about their services, negotiate pricing, and communicate any product or service-related concerns.
- Manage vendor activities and maintain both new and existing vendor relationships
- Manage office and facility operations including janitorial services, interior maintenance and signage, exterior landscaping services and signage, and other miscellaneous facilities-related items. Duties include managing relationships, review and upkeep of contracted services, managing the PO process on facilities accounts, and prompt payment of all invoices.
- Daily upkeep of common use spaces - conference rooms, lunchroom, restrooms, lobby - including restocking and resetting.
- Oversee office and cubicle workstation floor planning, partnering with HR and department leaders to accommodate teams and forecast needs.
- Main point of contact for workstation scheduling software, including training team members in use and maintaining utilization.
- Partner with IT department on matters of building security, employee access, and shared office technology including copiers, printers, and phones.
- Identify improvements to facility in support of company-wide sustainability efforts. Support Sustainability team and/or be a contributing member.
- Responsible for the cost-effective purchase of office supplies, furniture and office equipment.
- Provide support for on-site meetings, including assistance with scheduling, room set up, catering ordering and delivery, meeting material preparation, team activity booking, and clean up.
- Serve on the office Safety Committee; lead initiatives related to the communication and signage of new processes and procedures.
- Lead and execute office and facilities projects related to reconfigurations, remodels, and general upkeep.
Office Administration
- Contract management, filing and maintenance of required facilities documents/SOPs, update of facilities intranet page.
- Communicate, schedule, and lead office celebrations for birthdays, anniversaries, retirements, and other office-wide culture-building activities.
Administrative Support
- Manage front entrance coverage during high traffic event.
- Assist administrative assistants with special projects and tasks when needed.
- Support for talent acquisition team with interview scheduling.
Required Skills
- Minimum of 5 years of office management or administrative assistance experience.
- Demonstrated experience developing and sustaining long-standing relationships with company-approved vendors.
- Experience overseeing contract bid process and managing existing contracts.
- Ability to efficiently prioritize tasks, utilize critical thinking skills, and complete projects with a sense of urgency.
- Demonstrate self-confidence and tact in interactions with team members at all levels of the organization.
- Strong written and verbal communication skills to effectively translate ideas, concepts and information to completed work product.
- Proficiency with Microsoft 365 programs including Outlook, Teams, Word, Excel, and PowerPoint.
- In-depth knowledge of office administrative procedures, as well as use and operation of standard office equipment.
- Customer service orientation with ability to interact with all levels of the organization
- Strong attention to detail with the ability to work independently with minimal supervision.
- Understanding of supply management, inventory control, budgeting, and process improvement.
- Where permitted by applicable law, must have received or be willing to receive the COVID-19 vaccine by date of hire to be considered for U.S.-based job, if not currently employed by ACIST Medical Systems
- Other duties as assigned to support the smooth and efficient operation of the facility.
