Careers at All-In-One

SUMMARY OF RESPONSIBILITIES:
All-In-1 Department provides support for ActOne Group, Inc. group of companies, for all Facilities requests (i.e. telephones, office equipment, furniture, property management, vendor relations, liaison for all national contracts and complete national Facilities special projects as requested. To assist and coordinate all Development projects and tenant improvements and special projects as requested.

The Company is a proud supporter of Diversity, Equity and Inclusion, with strong core values driving Freedom to Innovate, Everything Matters, Excellence in Delivery, Time to Understand…and Real Love.

DESCRIPTION OF ESSENTIAL DUTIES AND FUNCTIONS (each duty and function listed indicates % of time):

• Development Projects: 10%
• Assist as needed with New Branch Offices, Relocations, Consolidation and Tenant Improvement tasks.
• Communicate with Landlord, Property Management, Corporate Departments, and Field Management to coordinate and provide essential follow up to insure smooth completion of Jira Tickets/Requests
• Coordinate and complete assigned Tenant Improvement Projects, review architectural plans and blueprints
• Complete all required checklists according to project and filed electronically
• Coordinate weekly conference calls with branch staff and landlord’s representatives
• Obtain proposals and coordinate all approved contract work.
• Maintain required documentation of project in SharePoint files
• Use Visio software to create and reconfigure floor plans
• Attend weekly meetings to review and track all projects with IT
• Facilities: 45%
• Provide Customer Service Support for Facilities, telephone, and email requests from Corporate and Field related to Telephone lines, furniture, office equipment, Maintenance, and Property Management.
• Interact with all Corporate Departments for accounting/invoice, P&L inquiry research, and information processing.
• Maintain Jira Ticket process – Open, Close, Reassign Tickets as needed. Provide weekly reports.
• Purchase furniture as requested and approved
• Obtain vendor proposals for corporate building and branch repairs. Obtain corporate and field executive/management approvals.
• Conduct Telco phone audits and special telco projects as assigned
• Manage Fob assignments and schedule changes
• Monitor alarm codes on Alarm.com
• Coordinate security installation and repairs for corporate and field offices
• Obtain bids and negotiate contracts for Security Guard services as needed
• Participate in annual Natural Disaster Preparedness project
• Invoices: 5%
• Review and Approved invoices based on authority of approval procedures, process for appropriate levels of approvals for amounts exceeding authority.
• Research all inquiries invoice requested by Corporate and Field
• Interact with national service vendors, utility companies, phone companies, HVAC contractors, to ensure accurate bill and consistently minimize company costs/expenses
• Process all invoices through Concur
• Vendor/Special Projects: 15%
• Company Liaison between vendors for Corporate and Field.
• Participate in national request for proposals
• Implement and coordinate nationwide vendor conversions
• Establish and maintain relationships with key vendors and services
• Onsite Corporate Responsibilities: 15%
• Building Inspections and supply maintenance
• Maintenance and repairs of Corporate and branch operating systems, telephone lines, security systems, furniture, and supplies.
• General administrative tasks
• Track all RTO (Return to Office) and add to monthly tracker
• Track annual cost savings for department
• Create signage as needed
• Howroyd Property Management 10%
• • Assist tenants with all property management inquiries
• • Maintain parking assignments, forms and spreadsheets
• • Obtain Repairs and maintenance proposals and approvals
• • Coordinate and oversee scope of work and process invoices
• • Review, approve and process invoices with landlord approvals to Trust Accounting
• Other duties as assigned
• All responsibilities as assigned and in accord with company and department guidelines and policies, (i.e., picture illustrations, graphics, signs, advertising, renderings, videos, etc.)

MARGINAL FUNCTIONS (each function listed, indicates % of time):

• Other job-related duties as assigned TBD%

REQUIRED QUALIFICATIONS:

• Ability to multitask and prioritize tasks consistently
• Superior Customer Service Skills
• Ability to follow up with Corporate and field personnel on a daily basis
• Ability to work and contribute to a TEAM environment
• Provide backup support within department and be open and flexible to job responsibilities
• Must be detailed and organized
• Must be able to interact with all levels of Management and Vendors on a professional level

SUPERVISION EXERCISED/ #OF STAFF:
N/A

LANGUAGE/COMMUNICATION SKILLS (written & verbal):

• Excellent verbal and written communication skills

COMPUTER/SYSTEM SKILLS REQUIREMENTS:

• Microsoft Office Applications – Word, Excel, PowerPoint
• Microsoft SharePoint
• Microsoft Visio – Floor Plans and Flowcharts
• Microsoft Teams – Video Conferencing, Forms, Shifts and other applications
• Jira Ticketing System – Open, Close, Reassign, and Generate Reports
• OA Central Office Locator

SKILLS REQUIREMENTS:

• Organization
• Analytical
• Negotiations
• Flexibility
• Knowledge of Contracts
• PowerPoint Presentations
• Excellent written and oral communication skills

CERTIFICATES, LICENSES, REGISTRATION REQUIREMENTS:

N/A

WORK ENVIRONMENT/ PHYSICAL OR MENTAL ABILITIES:
The demands described here are representative of those that must be met by the employee to successfully perform the essential functions of the job with or without a reasonable accommodation.

MENTAL DEMANDS (list below indicates % of time):

• Problem Solving 40%
• Critical Thinking 40%
• Written Communication 80%
• Verbal Communication 80%
• Analytical Thinking 65%
• Organizational 70%
• Handling Negotiables 35%

PHYSICAL DEMANDS (list below indicates % of time):

• Stand: 35%
• Sit: 35%
• Squat: 0%
• Walk: 35%
• Bend: 1%
• Repetitive Motion: 25%
• Climb: 0%
• Twist: 0%
• Operate Equipment: Computer/Phones 50%/50%
• Air and other public transportation Business Travel: Auto
• Driving: 5%
• Lifting (20lbs):
• Percentage of time Low Lifting: 5%
• Percentage of time High Lifting:5%
• Carrying (20lbs):
• Percentage of time Carrying: 20%
• Percentage of time Carrying:20%