Facilities Coordinator

Overview:
**About Us**

IST Management is a business process outsourcing company. We have over 1,800 employees and have been in business for over 25 years with operations in over 38 cities across the U.S. We provide a range of services geared toward litigation and corporate office support including e-Discovery services such as processing, hosting, court reporting, collections/forensics, managed review, and managed services. IST Management is a Relativity Certified Provider. We also provide a full range of facilities management and office services.

We’ve been recognized as one of the fastest-growing companies in the U.S. as a winner of the Nation’s Best & Brightest Companies to Work For, as well as the HR Professional Excellence Award from the Society for Human Resource Management. We are proud to belong to the Military Spouse Employment Partnership through our nation’s Department of Defense and have committed to Hiring Our Heroes’ mission to hire 100,000 active and former service members in 2021. IST Management has also been included in the INC 5000 list

**Schedule**: Monday-Friday, Hours Of Operation
- 8:00am
- 4:30pm (weekends upon request)

**Compensation**: Direct Hire, Salaried position
- $50,000-52,000 CAD (dependent on experience and skillsets)

**Responsibilities**:

- Manage Mail Center Services
- provide direction to team on processing incoming and outgoing mail and packages with the use of MSPT software; coordinate courier runs
- Data Entry and check processing for tracking and banks deposits
- Manage Front Desk services, to include answering and directing calls, greeting visitors, answering inquiries
- Auditing seating assignments and floor plans
- Copy Center and print production services, including ensuring all jobs are completed accurately and in a timely manner.
- Support and backup facilities team to ensure work is performed in accordance with safety procedures and practices
- Maintain effective written and oral communications with clients and employees
- Ensure all work standards are met on a consistent basis by site employees
- Accurately prepare and distribute management reports to the client in a timely and consistent manner.
- Record/write and publish meeting notes to management when meeting with client and end-users
- Maximize productivity through efficient use of standard operating procedures
- Invoice processing reconciliation and tracking using appropriate accounting software with moderate experience in Excel
- Handle cross charging and department charge backs for vendor invoices
- Oversee Front Desk Reception/Security staff and processes.
- Handle ordering and maintaining office supplies, vendor relations
- Administrative tasks, functions, and special projects as requested by the client
- Resolve any problems or complaints in a proactive manner. Escalate issues to upper management when necessary, display good judgement
- Always ensure health and safety compliance
- Assist in training of new members of staff and offer coaching and guidance; promote positive working environment

Qualifications:

- Two years’ experience supervising or managing similar operations highly preferred
- High School Diploma or equivalent
- Basic Knowledge of Facilities/Copy Production/Records/Mailing
- Excellent telephone, interpersonal and customer service skills required
- Excellent verbal communication skills required
- Good written communication skills required
- Good organizational and time management skills required
- Experience in a Microsoft Office software environment
- Proficient computer efficiency (MS Office, Outlook, Internet, Adobe Acrobat)
- Solid and effective verbal and written communication skills
- Ability to be resourceful and proactive in dealing with issues that may arise
- Ability to organize, multitask, prioritize and work under pressure
- A valid driver’s license and/or access to reliable transportation to and from work
- Ability to lift up to 55 pounds on a regular basis, and to utilize a dolly
- Position consists of daily standing, kneeling, walking, lifting, bending

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.