The Administrative coordinator is responsible for supporting the customer service within both NJ locations which is received via verbal and written communication. This includes completing the supporting tasks in the work order software system while dispatching work requests to team members.
Additional administrative functions include processing invoices, coordination of office and operating supplies, maintaining department files regarding contracts and purchase orders, as well as interacting with conference room scheduler to support user requests.
Manage facilities management software databases. Interface with computer aided drafting software (AutoCad) and Archibus. Create floor plan layouts and graphic presentations.
Act as Business Continuity liaison/lead for New Jersey/New York Corporate locations.
Provide additional support for other Facilities - related projects / events that occur throughout the year that may impact the organization directly or the building.
Receive, log, track and dispatch work requests to the appropriate team member, utilizing the computer work order system. Maintain daily, weekly and monthly summary of work tickets while dispatching immediate needs to staff members and assigning additional work tickets as necessary while prioritizing the needs. Provide conference room support to ensure equipment and set up requested is completed timely through delegating work tickets.
Provide clerical and administrative support to management team
Manage and update the work order system database of drawings for corporate locations including: physical space, occupancy/seating charts and preventive maintenance (PM) data. Issue space reports as needed.
Administrate work order system database including the input of all new user information and verification of this information with Peoplesoft/HMART. Archive / close out all completed work orders at fiscal year end.
Maintain the following logs and services: major projects list, department calendar and work request logs. Schedule and coordinate monthly departmental meetings. Updates the departmental and vendor emergency contact list. Maintain Facilities drawings, product catalogues, departmental files and the Certificate of Insurance log according to Risk Management requirements. Provide travel support, manage office supplies for the department and the cafeteria, schedule meetings and support isolated events throughout the year.
Administer and oversee Business Continuity plans and initiatives. Assist the BCP owners gathering and updating information. Participate in the annual IT Business Recovery Test and issue the necessary reports and results.
Work safely at all times by consistently following safe work procedures for your position, as well as all safety procedures required at your work-site. Promptly report incidents and safety issues to include hazardous conditions, behaviors, workplace accidents, injuries and/or near misses and safety issues.
Assist the Distribution operation by flexing into other areas as deemed necessary by business needs.
High school graduate with technical/vocational training in related fields
Knowledge of both Auto cad and Archibus
3-5 years of office administration/clerical experience. Computer literary and proficiency in Microsoft Office . Must possess the aptitude to learn and become proficient in work order software applications.
Ability to utilize work order software system (work ticket system)
Must have strong orientation to customer service and possess telephone and problem resolution skills.
Must be able to effectively communicate (both written and orally) with employees of all levels.
Must be a self-motivated and customer service oriented.
Must be able to work with minimal supervision and work well under pressure in a fast paced rapidly changing environment..
Must be flexible with regards to work schedule. Must be available for overtime and extended shift start and end hours to support operations. Weekend hours required to support the business,
Valid driver licence
Ability to read blue prints, specifications and maintenance manuals.
Leadership skills to motivate and develop a team atmosphere.
Tiffany & Co.