Office and Facilities Coordinator

Overview:
**Term: 10 Months**

The Office and Facilities Coordinator is a central role for the Institute for Quantum Computing and serves as the main point of contact for all members and visitors to the Mike & Ophelia Lazaridis Quantum-Nano Centre (QNC). This role will oversee the efficient operation of common areas including meeting rooms, seminar/classroom spaces, kitchens, mail room and supply room and oversee office operations related to office space, keys and telephones.

**Responsibilities**:
Office Administration
- Provide professional, front-line services to members and visitors at the Institute for Quantum Computing from the front office
- Manage the booking calendars for all QNC meeting rooms and VIP parking lot requests
- Work with Parking Services related to QNC VIP parking lot bookings
- Lead role for the IQC Reception Request Tracker (RT)submissions; ensure all member requests are handled in a timely manner; notify and/or escalate to appropriate staff when needed
- Act as moderator for IQC mailing lists operated through Mailman
- Manage and order inventory of office and kitchen supplies
- Ensure printers in QNC building are operational; order printer paper, supplies and engage IT when required
- Weekly restock whiteboard supplies
- Maintain bulletin boards and ensure postings in building are approved

Member Support Services
- Prepare welcome packages and reach out to new members prior to their arrival
- Welcome new members upon arrival, provide tour of building and highlight resources
- Follow up with members before their last day regarding key, fob and equipment returns
- Provide guidance to IQC member queries, including directing to appropriate resource or investigating as needed
- Provide input into continual improvement(s) in space allocation, unit atmosphere, promotional items

Facilities and Space
- Space Management
- Work with IQC space management staff with preparation of space for incoming members, including ensuring there is appropriate furniture and signage allocated to each member
- Oversee management of locker assignments in QNC
- Liaise with Plant Operations as needed
- Key Management
- Manage master key cylinder information and key permits
- Ensure key permit data is kept in member electronic files
- Ensure keys are returned in a timely fashion to Key Control and recorded
- Monitor expired key permits; follow up with Key Control with updates/status changes
- Ensure safety protocols are followed and supervisor has approved for key/fob access to labs
- Track spare keys for desks and filing cabinets; re-order if needed
- Addresses lock issues (both doors and furniture) with Key Control and Plant Operations
- Office Telephones
- Review monthly telephone bill for accuracy
- Work with Telephone Services for moves, adds and changes for desktop phones
- Work with Telephone Services to move to S4B phones for single occupancy offices/extensions
- Notify Telephone Services of member changes as it affects phone extensions and campus telephone directory
- Kitchens
- Oversee coffee and related supplies in two QNC kitchen locations
- Ensure appliances operating properly and coordinate repairs/maintenance if needed
- Clean kitchens thoroughly each day including countertops, sinks, microwaves, coffee machines, kettles and other appliances
- Prepare coffee in large carafes at beginning of each day
- Organize appropriate turnover of perishable items and minimize waste

Events
- Coordinate and plan monthly events for members as required including event setup and take down as needed
- Responsible for supporting event logistics, including organizing catering and advertising support
- Support internal and external events held in QNC 0101 seminar room
- Issue parking permits for events and respond to any parking-related questions from guests and other users
- Coordinate coffee services for VIP meetings as needed
- Manage IQC marketing merchandise and maintain appropriate levels of inventory

Safety
- Act as a fire warden for first floor of QNC building
- Ensure wipe and hand sanitizer dispensers are replenished and operational throughout building
- Ensures that all health and safety incidents are appropriately documented; that the relevant individuals are informed and that incident reports are appropriately filed
- Resolves concerns with sound judgement, tact, integrity, and diplomacy
- Notify Plant Operations of safety hazards, building repairs and/or maintenance
- Ensure first aid kits are in stock and replenished throughout building
- Perform monthly battery/power check on AED units in QNC common areas

Finance
- Manage uWaterloo Purchasing Card transactions and reconcile expenses each month
- Ensure incoming invoices for supplies or events are forwarded to Accounts Payable
- Work with IQC Finance staff to prepare cash deposits

Other Duties
- Provide backup support for the Space Management staff
- Provide backup support for the Visitor Program Manager
- Other duties as assigned

Qualifications:

-