Office Coordinator

The Office Manager is a position at APi Inc. supporting our New Brighton Minnesota office of up to 40 professionals. This position will assist with planning and coordinating office-wide processes such as facilities maintenance space planning physical moves equipment installations and other events or projects with internal and external stakeholders. In addition the individual in this position will monitor inventory and place orders for office equipment supplies or provisions process mail and invoices will address routine day-to-day requests coordinating with stakeholders to obtain solutions other special projects as needed.ESSENTIALDUTIESANDRESPONSIBILITIES To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill andor ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Office Administration and OperationCoordinate activities throughout the company to ensure efficiency and maintain compliance with company policyCoordinatedistribute emails letters packages phone calls and other forms of correspondenceOversee and maintain office supply inventoryCoordinate with Business Development to order business cards and office swag" itemsCoordinate and track the companys airlinetravel account to best utilize the program to ensure best use of company fundsAdminister the rental car account by setting up processes and procedures tracking current account and create accounts for new employeesOffice Equipment ManagementCell PhonesOrdering and tracking company cell phones if not captured in online onboarding processWork with external vendor to track cellular accounts to ensure proper invoicing and paymentWork with HR to ensure Cellular Device Policy is up-to-date and all employees with company cell phones have signed acknowledgement of understanding of policyEnsure proper records keeping on the distribution and use of company Wi-Fi boxes and tablets.Computers and related equipmentMaintain inventory records for all office computers and related equipment monitors monitor armsstands docking stations power cords etc.Work with hiring managers to ensure new employees have computers set up and accessible on their first dayWork with employees to ensure computers are properly maintained and free of damageAssist Project Managers with various administrative tasks as neededCoordinate the office courier ordering and shipping and ensuring cost savings whenever possibleOwn" the APi Construction SPOT intranet site ensuring information is accurate and up to date and track newterminated employee access computers and related equipmentEvent PlanningArrange setup and takedown for Business Leaders meetingscompany training in conference roomsReserve and coordinate logistics for a formal offsite dinner location and a separate happy hour venue including transportation as neededSource negotiate and manage relationships with third-party vendorsLiaise and maintain strong communication with partnering companies and external stakeholders throughout the planning processPlan and execute annual company events all-company picnic Holiday party Field Leader Training eventLearning Management System AdministrationUtilizing the APi Learning Management System develop and maintain a comprehensive training tracking report to monitor and ensure the completion of required employee training programs.Collaborate with department heads to identify training needs and coordinate training registrations as needed.Regularly update training records and generate reports for management review.REQUIRED SKILLS AND ABILITIESStrong written and verbal communication skills to produce reports assign tasks accept instructions and handle vendor contracts among other tasksOrganization and the ability to multitask to complete a wide variety of tasksFlexibility to adjust to new tasks should company or office needs changeStrong interpersonal skills to interact positively with all employeesLeadership ability to manage challengesAttention to detail to ensure tasks are completed thoroughly and correctlyEDUCATION AND EXPERIENCEHigh school diploma or equivalent.2-5 years administrative support experience.TRAVELREQUIREMENTSTravel to project sites or other APi Inc company locations as needed.PHYSICAL REQUIREMENTSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Primarily a stationary position for a considerable portion of the day sitting andor standing. The person in this position needs to move about inside the office to access file cabinets office machinery etc.Constantly operates a computer and other office productivity machinery such as a calculator copy machine and computer printer. Must be able to collaborate with internal and external stakeholders via face to face conference calls and online meetings.The employee will occasionally lift andor move up to 20 pounds.Must be able to wear Personal Protective Equipment PPE in plant environment.PPE required when in the plant yard or construction areas include HelmetSafety Glasses GogglesSteel-toed BootsHigh Visibility VestHearing Protection designated areasGlovesThis position is not eligible for sponsorshipBENEFITSMedical Vision & Dental insurance 401k with company match Profit Sharing Employee Stock Purchase Plan NYSEAAPG PTO FSAHSA Training & Development - and moreAll offers of employment are expressly contingent upon the satisfactory completion in accordance with Company policy of a pre-employment drug screening and background check.APi Inc. is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or veteran status. Accessibility If you need an accommodation as part of the employment process please contact Human Resources at Phone 651-604-1039Email hollie.ciresiapiconst.usEqual Opportunity Employer including disabled and veterans. If you want to view the Know Your Rights Workplace Discrimination is Illegal poster click