Summary:
The Facilities Support Specialist is responsible for ensuring a productive, efficient, clean, and safe working environment for staff, visitors, and callers, doing business with our companies and tenants. They will assist with monitoring the daily upkeep of the building and grounds, bringing any maintenance and repair concerns to attention of the Facilities team, and addressing when directed to do so. The Specialist will take & direct inbound calls, manage & escort visitors, and perform data entry & clerical functions. Additionally, they will be responsible for understanding and executing basic functions of procurement and Accounts Payable.
Essential Duties and Responsibilities:
•Greet, direct & escort visitors for both ICUL and tenants.
•Manage the call flow of inbound calls received.
•Sort all incoming USPS mail for employees and tenants of the building.
•Distribute USPS mail electronically to remote employees.
•Process and resolve returned Credit, Debit & Prepaid cards.
•Monitor and manage Account Payable email inbox.
•Organize invoice related source documents for use by the Accounts Payable function.
•Record invoice & vendor details received via email or USPS, within accounting general ledger.
•Coordinate daily UPS, Fed Ex and Amazon deliveries, including notifying & distributing received deliveries to staff and tenants.
•Execute letter mailing projects on behalf of various departments.
•Process (pick/pack/ship) marketing materials orders.
•Set up calendar invitations for employee pickups and drop offs via Microsoft Outlook.
•Acts as department's representative for mail service, printing stamp sheets as needed, weighing for correct postage amounts & processing Certified Mail.
•Maintain inventory of supplies, replenishing where needed in various locations throughout the building.
•Create new bulletin campaigns in Salesforce.
•Confirm & update contact information of Credit Unions and contacts in Salesforce.
•Manages shipping supplies, and interfacing Worldwide & UPS when needed.
•Perform other related duties and assignments as needed.
•Local area travel may be occasionally required.
Preferred Education and Experience:
•High School Diploma or GED required, undergraduate degree preferred.
•Three to twelve months of similar or related experience.
•Strong interpersonal communication and problem-solving skills.
•Experience reading and interpreting email correspondence preferred.
•Valid driver's license and a safe driving record.
•Experience working with and around diverse populations.
Physical Requirements:
•Must be able to remain in a stationary position while working on a computer.
•Must be able to move to 50 pounds at times.
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