Facilities Coordinator - Fixed Term Contract

At CooperVision, a division of CooperCompanies, we’re driven by a unifying purpose to help people to experience life’s beautiful moments. We are connected through our shared values - dedicated, innovative, friendly, partners, and do the right thing. As a leading global manufacturer of contact lenses, we are committed to helping improve the way people see each day. Through our diverse lens portfolio, we tackle the toughest vision challenges - including astigmatism, presbyopia, and childhood myopia. We offer the most complete collection of spherical, toric, and multifocal products available, enabling us to fit 99% of all contact wearers. Learn more at www.coopervision.com.

Job Summary:

This role will be reporting to the Facilities Supervisor and located in the Victor facility. They will ensure that the facility and surrounding environment is in a suitable condition to work on the inside and outside of the building. The goal is to ensure our business’s accommodation is problem-free and safe so that employees can work under the best conditions. Mailroom duties, stocking/replenishing of office/kitchen supplies, coordinating and hosting external facility vendors, coordinating events and administrative duties as needed.

• Acts as a Company liaison with outside contractors & Vendors that are on site to preform repairs or services to maintain all Facilities related equipment. Also contacts outside vendors and contractors when specialty services are required to perform those types of repairs.
• Act as a contact for the Victor facility, including facility communications, repairs, emergencies etc.
• Document SOP’s and update as appropriate for all Facility functions.
• Process the facility service desk requests from employees.
• Liaison with the Property Manager to plan and coordinate all installations, repairs, and refurbishments (data connections, heat/cooling, electricity etc.) for any subcontractor work to be done.
• Coordinate the upkeep of AED equipment and medical supplies to meet health and safety standards, while working with the certified CooperVision Health and Safety Manager.
• Coordinate and ensure that all offices are adequately furnished and ergonomically correct according to CooperVision furniture standards.
• Liaison for the CooperVision breakroom food vendor, and stocking/replenishing of office/kitchen supplies
• Assist with set-up for meetings and social events.
• Collaborate with the CooperVision Health & Safety Manager for fire drills, building safety, active shooter and first aid training.
• Allocate office space according to needs, maintain a facility seating chart, and enforce established guidelines.
• Create purchase orders and process facility invoices through Oracle.
• Processing mail while managing the mailroom.
• Post and distribution of daily mail for the Victor facility.
• Process daily USPS/FEDEX mailings. Maintain systems as needed
• Contact USPS/Fed Ex service departments for any needed assistance on daily mailing issues.
• Maintain Office supplies and mailing supplies. Including postage on all applicable machines
• Perform preventative maintenance on equipment and place needed service calls for the postage machine and other mailing equipment
• Deliver or notify recipients of incoming packages via FedEx, UPS, USPS, Amazon, and OfficeMax
• Process domestic and International shipments via FedEx
• Track packages as required
• Write and maintain current Standard Operating Procedures (SOPs) for all mailroom related activities
• Process bi-weekly US Sales Rep mailings, coordinate with Marcom and Marketing to ensure correct content.
• Coordinate New Rep territory change report, and mail Meet My Rep letters to customers.
• Print Practice Builder rebate letters and mail checks for Corporate Accounts.
• Coordination of mailings (stuffing/collating/posting) for US Sales, Sales Ops, Marketing, Customer Service, etc.
• Responsible for ordering/distributing all business cards for Sales and the Victor office.
• Assemble and coordinate New Rep Starter Kits.
• Coordinate with Sales and IT with new hire on-boarding process, ensuring IT equipment is delivered before start dates and equipment is correct.
• As business needs dictate, works extended hours to complete daily department goals or tasks.
• Stock kitchens, breakrooms, storage rooms
• Assists in CooperVision lobby area, greets and directs visitors, including vendors, clients, job candidates and customers.
• Monitor’s visitor access and maintains security awareness; completion of paperwork, sign-in and security procedures.
• Generates employee badges, parking stickers, and maintains building roster
• Answer’s telephone, screens, and direct calls.
• Coordinate conference rooms for large group meetings, and meeting room calendars.
• Maintain cleanliness of the reception area including conference rooms.
• Maintains strict confidentiality of all written and verbal communication as appropriate.
• Responsible for organizing Victor building Food Truck schedule and support various employee functions as time permits.
• Performs other work-related duties as assigned.

Travel:

• No travel required.

Knowledge, Skills and Abilities:

• Exhibits good communication skills - verbal, written, and comprehension of the English language.
• Project a friendly, upbeat, and professional attitude.
• Ability to interact diplomatically with other staff at all levels.
• Demonstrated good interpersonal and problem-solving skills are essential.
• Ability to work independently and without immediate supervision.
• Ability to stay organized while multi-tasking and works well in a fast-paced environment.
• Adapts readily to changes in workload, staffing and scheduling
• Experience working with outside vendors under contract for major service delivery helpful.
• Maintain current knowledge and adherence to CooperVision policies, procedures, and operations
• Maintain knowledge of US Postal rules & regulations
• Usage postage meter, folder/inserter machine
• PC literate- accessing Internet, telephone, copier, and printer
• proficiency in MS Office Suite (specifically Word, Excel), Outlook
• Ability to learn and become proficient with new software, as needed.
• Strong organizational, coordination and prioritization skills.

Work Environment:

• Normal office environment
• There will be extended periods of sitting and using a computer.
• Light-medium physical effort necessary to perform the job
• Standing - 25-50%
• Sitting - 25-50%
• Walking - 25-50%
• Bending, kneeling, crouching - <25>
• Twisting and pushing - <25>
• Lift up to 50lbs -25%

Experience:

• Facilities experience desired.
• Office administrative experience
• Event planning experience a plus.

Education:

• High school diploma or GED required

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.

For U.S. locations that require disclosure of compensation, the starting base pay for this role is between $24.25 and $29.35 per hour and may include cost of living adjustments. The actual base pay includes many factors and is subject to change and modification in the future. This position may also be eligible for other types of compensation and benefits.

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