Administrative Services Coordinator
Pearson Shared Operations (Cedar Rapids, Iowa)

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Pearson is an international media company with market-leading businesses in education, business information and consumer publishing. Pearson's education business represents about two-thirds of the company, and Penguin publishing and the Financial Times make up the balance. With more than 30,000 employees based in 60 countries, we are a family of businesses that draws on common assets, processes and shares a common purpose: to help our customers live and learn. Pearson is an Equal Opportunity Employer M/F/V/D, and a member of E-Verify. The Administrative Services Coordinator, under the direction of the Facilities Manager, is involved in the activities that ensure adequate, properly functioning facilities. Includes coordination, management and direction of services that provide organizational support such as space planning, food and office services, protection and security of the facilities and employees and/or risk management, insurance and real estate management services or administrative support. The Administrative Services Coordinator provides and/or coordinates office supports, facilities services including maintenance, grounds, refuse, custodial, security, cafeteria and vending services; Coordinate with internal customers to interpret their requests for service; daily coordination of activities to ensure efficient and safe operation of the Facilities ' specializing in Facilities Support. This includes interaction with various vendors to keep invoices reconciled with materials and labor services provided, and with the customer to address building issues in a timely fashion. The position also requires contact with vendors to negotiate the purchase and arrange for delivery and installation of equipment, furniture and supplies, maintaining of accurate building and departmental information on Facilities software is required. Office Management and Planning ' Document, analyze and revise, as needed all office related processes on a continual basis for all facilities related support services. Purchase and track all facilities related materials and labor, process all invoicing for proper tracking and payment. Establish a uniform filing system and maintain it on a daily basis. Purchasing/Budgeting ' Provides input into the development of the departmental operating and capital budgets; orders material and supplies by coordinating with the Facility Specialist; assists in the monitoring and tracking of expenditures for the Facilities Management Department. General Administrative Support ' Leads Administration staff and contracted staff activities by determining workloads and schedules; develops, interprets and implements policies and procedures and ensure that Administration staff and contractors are appropriately trained and are following standard operating and safety procedures. Security Support functions ' Work with Facilities Specialist to define operational parameters in providing the proper security badge process and system maintenance. Verify all badges are up to date in the security system and are operational per the security plan. Assist in the badging of all staff/vendor/temps for the facilities managed. Contractor/Vendor Coordination ' Review the scope of work provided by the contractor/vendor and assesses the impact on the Pearson environment. Attend vendor meetings as necessary to coordinate interruptions or modifications. Inspecting contractor's work to ensure that safe work practices and standard operating procedures are followed. Customer/contractor/vendor Interaction ' Continuous effort to improve operations, decrease turn around times, streamline work processes and work cooperatively and jointly to provide quality seamless customer service. Interacts professionally with internal and external customers, staff and contractors/vendors to maintain an effective working relationship and works in cooperation with Facility Manager to effectively meet departmental objectives. Physical Requirements and Working Conditions: The ability to sit and concentrate for long periods of time in a fast paced office environment. Occasional travel may be required. Formal education or equivalent experience - Five or more years experience in Facility Support Role ' specializing in the area of invoice and office organizational management - Associates degree or equivalent experience of 7 years in the facilities field with a focus on office management. Bachelor Degree preferred. Skills/knowledge/abilities - Must exhibit honesty, integrity, and courtesy in all interactions - Must possess strong work ethic in supporting customer needs, responding promptly and consistently - Able to prioritize multiple, conflicting, urgent needs - Able to work independently with minimal direction - Effective communicator with all levels internally and externally, written and verbal - Excellent Project Management Skills - Ability to organize and coordinate invoicing with materials and labor purchases - Able to maintain control in difficult situations or when responding to unreasonable requests - Able to negotiate 'Win ' Win' solutions - Proactively looks for ways to improve the work environment - Proficient in Microsoft Word and Excel - Must have knowledge or willing and able to learn Computerized Maintenance Management Software - Develop service agreements and contracts, analyze bids and make recommendations for contract award. - Meet with and direct supervisors of contracted services as needed to ensure adherence to Pearson specifications. - Coordinate vendor services with Pearson internal customers to ensure uninterrupted services. - Review and ensure accuracy of invoices relative to contract services. - Coordinate internal customers request for services for facilities functions. - Must be able to plan, implement and maintain well organized filing system - Assist in the preparation of requirements document to facilitate implementation. - Design and utilize tools and measure of both vendor performance and internal customer satisfaction. - Develop plans and specifications to administer contracted services. - Direct workers engaged in moving furniture and equipment and preparing facilities for occupancy. - Knowledgeable with card reader systems and security procedures. Other duties, as assigned by the Supervisor: - Special projects as assigned by the Facility Manager. - Maintain a clean and safe work environment. - Provide information on a continuing basis to the Facility Manager regarding systems/equipment that need to be replaced, repaired or updated. - Comply with and support the requirements of the security program and report observed security violations to your assigned manager, security staff or Site Security Team.