Specialist, Facilities

POSITION PROFILE

The Facilities Services Coordinator supports the daily administration and coordination of facility operations. This role acts as the communication hub between employees, leadership, vendors, and facility service teams.

Job Duties and Responsibilities

Vendor & Services Coordination

• Schedule or assist with scheduling services
• AV/IT Team (myIT Service Portal)
• Catering Team (Servicezone – workflow platform)
• Coordinate access and information resources when needed
• Updating Sharepoint page resources
• Review & update SOPs periodically (various Microsoft Suite apps)
• Coordinate with Planning Team – FUTURE STATE
• Servicezone update coordination
• Cross-reference various context maps with SZ
• coordinate Outlook information updates
• Sustainment Map updates
• Outlook coordination with Servicezone

Administrative Facility Support

• Create & Maintain facility documents.
• Communications
• Coordinate information updates for At A Glance (newsletter) publications
• Draft & edit campus communications
• Construction notices
• Amenities news & hours
• ERG & Social Club event marketing & announcements
• Email notices
• Mediatile/digital displays
• Print media – posters, table tents, etc.
• Maintain Facilities Amenities document archive
• MS Teams pages/Sharepoint pages

Building Access & Security Support

• Assist with Process: visitor badge registrations
• AH Security visitor system: Envoy

-Coordinate with Security Team to ensure Security protocols are used

• Provide support to vendor employees for BSC badging and security requirements

Maintenance & Facility Condition Tracking

• Identify issues when they arise and escalate/delegate when appropriate
• Coordinate one-off ticket issues within Common Space sustainment process
• Create work orders (Servicezone & myIT – AV Requests)
• Supporting Event Set up Requests
• ERGs
• Social Groups
• BSC Summit Events
• Special meeting set up requests

1. Tools & Systems

Coordinate workflows & processes and update information tools

• Coordinate with AH Security Team for Red/White Pine & The Pulse setups (Outlook calendars)
• When a special event setup is requested outside of standard setups
• Coordinate with Planning Team for complex requests
• Develop unique setup via scaled diagrams (powerpoint)
• Sharepoint page content
• Assisting with Servicezone event workflow coordination
• Development of workflow process for Facilities Technicians
• Café Equipment PMs & Maintenance (OQC - in development)

1. Coordinate Scheduling of Food Truck Thursdays at AH

• Initial invitation/reach out (email)
• Ensure proper licensing requirements are communicated to vendors
• Communicate on-site guidelines for service to participating vendors
• Coordinate marketing across Arden Hills (dates & times, menus, etc.)
• Collect sales data from vendors – measure success
• Coordinate scheduling strategically with known ERG & Social Group events
• Ensure proper licensing is obtained and submitted to BSC
• City of Arden Hills & MN Department of Health guidelines

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.