Office/Facilities Coordinator

Now is a great time to join our growing company! The Millennium Group (TMG) is an award-winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry.

Responsibilities:

• Ensure all work orders are submitted and completed; monitoring progress throughout the cycle, following up with vendors where required, and providing reporting on open and closed work orders
• Works with service providers to provide training on SOP's; work orders, billing procedures
• Process invoices and ensures proper cost center coding
• Liaises between tenant and building management; responsible for communicating building related issues for resolution
• Vendor/supplier relations and management; maintaining files on proposals
• Responsible for managing all office and building supply inventory; ordering, receiving, and maintaining inventory of consumables/supplies for office
• Maintains files on work orders, vendor proposals, facility documents
• Manages the purchase order process cycle for the department; creation, tracking, receipt, documentation, and distribution
• Works closely with the facility manager to inspect the campus daily, reporting and assisting with resolution of any issues or concerns
• Ensures quality control standards are consistently met for required audits
• Manages PMs and annual inspections for the facility; develop and monitor schedule, evaluate maintenance requests
• Schedules outside contractors to perform maintenance work, ensuring timely and cost-effective solutions
• Responsible for reporting all KPI's and other metrics on weekly and monthly basis
• Becomes expert in all company policies and procedures
• Assists with on-site event set up and logistics

Qualifications:

• High school diploma required, some higher education preferred
• Minimum 3-5 years of related experience and/or equivalent training
• Highly proficient in Microsoft Word and Excel; able to develop and navigate complex Word documents and develop reporting including formula development in Excel
• Experience in work order systems preferred, but not required
• Ability to work flexible schedule when needed; regular and consistent attendance is a must
• Physical requirements include: stooping, standing, walking, climbing stairs, and ability to lift/carry heavy loads with assistance/Team Lift
• Proactive attitude, with strong problem-solving skills, and attention to detail
• Excellent interpersonal, written, and oral communication skills
• Ability to write routine reports and correspondence
• Capacity to remain cool under pressure; ability to respond to common inquiries and/or complaints from clients, colleagues, and/or supervisors; customer service mindset is critical
• Can communicate throughout all levels of the organization; i.e. managers, technicians, contractors, and senior leadership
• Proven ability to prioritize tasks and workload within a fast paced environment; ability to pivot quickly to meet competing demands