Facilities Management Production and Meeting Support Specialist

POSITION SUMMARY

The Facilities Management Production & Meeting Support Specialist's primarily manages large volume production/copy projects for APA staff and provides logistical support for in-house meetings. The Specialist manages jobs sent to the copy center from start to finish, providing proofs, making suggestions when necessary and completing each project in a timely and professional manner. Additionally, the specialist may need to download files from email, run test copies, maintain and operate all satellite copiers located throughout APA's suites, to replace toner, troubleshoot jams, place maintenance and repair calls, and optimize material usage. This individual will also manage logistics for in-house meetings including scheduling, meeting set-up, troubleshooting support to staff, tear down, and resetting of meeting rooms. Meeting scenarios could include one large meeting of 50+ attendees or several smaller meetings on different floors that are occurring simultaneously. The individual in this role must possess exceptional customer service skills focused on problem solving and efficiency, knowledge of printing equipment, strong computer skills, ability to troubleshoot copiers, printers, and conference room equipment, keen attention to details and time management.

DUTIES & RESPONSIBILITIES

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  Production/Print Management

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  Manages APA's various large volume printing and copy center projects to ensure printing projects are completed efficiently, with high quality and within the requested timeframe.

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  Reviews each project request, corresponds with staff requestor to ensure requested deadline can be met and may suggest changes document preparation and finishing options to ensure high quality product.

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  Prepares documents for printing/copying including any necessary reductions/enlargements, darkening/lightening, cropping, binding, etc. to ensure a high-quality product.

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  May proofread and edit text and graphic design, layout, colors and accuracy, prior to printing, to ensure adherence to branding guidelines.

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  Effectively operates complex multifunctional digital duplicating equipment and finishing equipment.

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  Maintains and troubleshoots all APA copy machines.

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  Provides technical training and support to staff on proper copier usage, as needed.

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  Monitors and tracks supply inventory and orders supplies, when necessary.

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  May research and make recommendations for equipment and supplies.

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  Meeting Logistics Management:

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  Setup and support meeting rooms as required for approximately 1250 in-house meetings and special events throughout the year, occasionally after hours and on weekends.

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  Coordinates with staff liaison, appropriate details for in-house meetings. Resolves issues courteously, professionally and in a timely manner.

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  Continuously interacts with staff clients via telephone, written correspondence, email, and face to face meetings to ensure appropriate room set up for meeting and/or event.

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  Schedules conference meeting rooms and arranges for catering.

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  Makes arrangements for audiovisual equipment and operates equipment as required.

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  Maintains conference room schedules in appropriate Outlook Public Folders so that other staff may be able to view them.

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  Set up meeting rooms in accordance with requests and make changes to requirements as needed.

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  Manage the needs of the meeting participants during the meetings, including food set-up and replenishment, etc.

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  Disassemble meeting room, clean, and restore conference room or assemble room for next meeting and/or event.

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  Responsible for overall staff client satisfaction with meeting related functions.

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  Maintains all kitchens with daily supplies and housekeeping:

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  Ensures all kitchens on each floor have the correct amount of coffee, and cleaning supplies each morning.

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  Check each kitchen and re-up supplies, when necessary, at least twice a day.

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  Keeps all kitchen and general areas clean and notifies building management if something needs to be cleaned or removed before the night shift begins.

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  Maintains stock and orders supplies, when necessary, based on an inventory system and without the need for pre-approval.

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  Provides minor maintenance of equipment and/or notifies vendors when equipment needs to be repaired or replaced

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  Security:

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  Insures all employees have evacuated the building during an emergency and reports directly to the Director to give situational reports during the emergency.

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  Notifies the Director, Manager or appropriate official of any disturbances.

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  Maintains critical incident log of any disturbances, complaints, thefts, vandalism, and other incidents related to APA facilities.

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  Watches for and reports irregularities and guards against theft of association property.

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  Provide basic CPR and assistance in medical emergencies.

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  Maintains all first aid equipment which includes but is not limited to the AED machine, oxygen tank, blood pressure cuffs, and first aid kits.

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  Receives members and visitors to the Association, maintaining the visitor's log and informing appropriate staff of arrival and providing notification of deliveries.

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  Analyzes processes and offers suggestions for streamlining processes, optimizing materials, and cost saving opportunities.

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  Serve as a member of the Facilities Management team and provide back-up in other areas as needed.

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  Perform other duties as assigned.

COMPETENCIES

The Production & Meeting Support Specialist performance on these duties and responsibilities will be measured using the following competencies:

SCOPE & IMPACT

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  Performs prompt and consistent facilities management customer service support for APA staff ensuring that they experience the best customer service experience.

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  Performs more complex administrative or operational processes to ensure smooth printing and internal meeting logistics.

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  Contributes knowledge and skills to the day-to-day activities of the Facilities Management team.

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  Provides suggestions and recommendations that improve processes and increase efficiency.

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  Demonstrates proficiency in the use of specialized skills and techniques.

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  Success is frequently measured by completing a small to medium set of tasks and demonstrating defined individual and group work environment behaviors.

COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING

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  Work is primarily routine as methods and procedures are well-defined but offers opportunity for minor planning and/or limited choice of work method within established guidelines.

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  May propose plans to manage direct responsibilities and assist with other aspects of the program or department more effectively.

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  Develops short-term plans/priorities for meeting individual goals.

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  Identifies problems and issues. Implements known solutions with management approval.

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  Recognizes out-of-scope problems and escalates them to the appropriate level.

RELATIONSHIP MANAGEMENT & AUTHORITY

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  Relationships primarily center on collaborative work efforts both within the Facilities Management and across APA.

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  Relationships may include significant face-to-face interactions with members, customers, and vendors.

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  Accurately differentiates and prioritizes information and/or issues and determines who needs to be consulted or kept informed.

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  Uses tact and discretion to obtain cooperation and understanding on routine and non-routine matters.

ORGANIZATIONAL KNOWLEDGE

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  Demonstrates a general understanding of the work or project team's relationships and responsibilities within the Facilities Management.

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  Demonstrates general knowledge of policies, procedures, and terminology of the related department/field.

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  Demonstrates a knowledge of policies, procedures, and terminology.

REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS

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  BA/BS or least 2-3 years of relevant job experience

  
  

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  A minimum of two years of experience working copiers preferably in a copy center.

  
  

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  Ability to periodically work weekends and after hour meetings, as needed (approximately 6-10 times per year).

  
  

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  Experience processing large print/copy projects, including proofreading and providing suggestions to optimize quality products.

  
  

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  Experience tracking, managing and ordering supplies.

  
  

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  Experience trouble shooting and maintaining multiple copy/printer equipment.

  
  

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  Strong customer service and communication skills that are focused on problem solving, efficiency and producing high quality outputs.

  
  

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  Knowledge of printing equipment and basic IT/computer literacy

  
  

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  Maintains current knowledge of digital capabilities of printing options and printing/copying equipment.

  
  

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  Strong attention to details combined with problem solving, good numeracy skills

  
  

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  CPR Certified or ability to become certified.

  
  

EOE, including disability/vets

Salary-$25.53-$29.09/hour