Facilities Coordinator

RSM Minneapolis , MN 55415

Posted 2 months ago

In this position, you will be performing valued complexed clerical duties within the office and region. This is an opportunity to work with a dynamic group of motivated professionals at various levels and an excellent opportunity to showcase your strong technical and customer service skills.

Qualified candidates will possess the following:

  • High School diploma or GED

  • Strong Microsoft Office 2016 skills essential with an emphasis on Excel, Access and Visio

  • Ability to prepare presentations including charts, graphics and tables, speaker's notes & handouts, etc.

  • 3 -5 years relevant experience in a professional services organization

  • Experience utilizing office technical tools, including office scanners, printers, label machines and copiers

  • Excellent oral and written communication skills (spelling, grammar, sentence structure and punctuation)

  • Effective organization and time management skills, follow procedures, improve efficiency

  • Ability to manage multiple tasks and shift priorities as necessary to meet deadlines

  • Flexible demeanor, pro-active thinker, positive attitude, maintains confidentiality

  • Ability to proofread for accuracy and finalize documents professionally, strong attention to detail

  • Ability to take direction, ask appropriate questions and complete tasks independently

  • Ability to handle stress while operating with a sense of urgency and using good judgment

  • Demonstrates a working knowledge of the technology tools required within assigned responsibilities

Responsibilities:

  • Oversee the maintenance of all paper records, documents and related materials to include setting up, binding, labeling, coding, filing, and refiling. Assist in locating files.

  • Maintain File Management Access Database to include updating new and lost clients and employees, setting up new files, managing the file check-out and check-in system bar code scanning system

  • Scan all DOTT files including client information, client engagement letters and client permanent files and quality checks all scans. Assist consulting and audit LOB with large scans and quality checks all scans.

  • Initiate action required and performs procedures required by the Firm's Record Retention Policies.

  • Oversee the maintenance of local office off-site storage. Response to storage request/retrievals and returns as needed. Pulls and transfers files off-site as needed. Review and process invoices for these services.

  • Oversee the regional off-site storage accounts. Assist Office Managers as needed and review and process invoices for these services.

  • Oversee local office shredding. Review and process invoices for these services.

  • Oversee the regional office shredding accounts. Assist Office Managers as needed and review and process invoices for these services.

  • Coordinate the maintenance of the office to include carpet maintenance, security system, furniture repairs, appliances, office equipment, AED units, breakrooms and general office areas. Will perform daily walk through of the facilities and follow up on maintenance/facilities issues that arise with the Office Manager. Review and process invoices for these services. Purchase and maintains inventory of supplies needed by monitoring inventory and reordering materials before depletion.

  • Coordinate New Hire on boarding process. Provide new hires with all necessary office needs to include lockdown cables, nameplates, business cards, picture ids name badges, etc. Train new employees on local office policies and use of equipment and systems.

  • Manage the building access card system, promptly ensuring exiting employees are termed in the system and new cards are issued to both new employees and those who lost their IDs. Work with card assess vendor and IT when issues arise.

  • Ensure new hire/promotion seating is available, presentable and desk/drawers and locks work. Ensure terming employees' personal effects are packed up, and if necessary shipped out.

  • Acting as a back-up for other areas within Office Services, for example, distribution center, copy center, tax processing, as well as general office services as necessary.

  • Develop, compile and arrange data, compilations and prepares reports.

  • Monitor processes and flows and develop efficient processes. Develops policies and procedures as needed.

  • Assist the Office Manager in the preparing and maintaining of projects to include documentations, budget, implementation, tracking, training, communication for projects derived by line of business, office location, region and/or firm initiatives.

  • Other duties as assigned

You want your next step to be the right one. You've worked hard to get where you are today. And now you're ready to use your unique skills, talents and personality to achieve great things. RSM is a place where you are valued as an individual, mentored as a future leader, and recognized for your accomplishments and potential. Working directly with clients, key decision makers and business owners across various industries and geographies, you'll move quickly along the learning curve and our clients will benefit from your fresh perspective.

Experience RSM US. Experience the power of being understood.

RSM is an equal opportunity/affirmative action employer. Minorities/Females/Disabled/Veterans.

Job ID req6216

Line of Business: Internal Client Service

SubFunction: Operations

Job Type: Full Time

Req #: req6216

Location: 801 Nicollet Mall, 11th Floor - West Tower, Minneapolis, MN US

Region: Central Region

Job Category: Administrative Professional

Employment Type: Experienced

Degree Required: None

Travel: No


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Facilities Coordinator

RSM