Facilities & Operations Coordinator

#1 Airport in North America and Indiana Chambers Best Places to Work!

Paid Childcare Reimbursements up to $10k/year, per child. Paid Tuition Assistance up to $5,250/year Generous Medical, Dental, Vision and RX Free Healthcare through Marathon Health Pet Insurance Up to 5% Match Retirement Plan Generous Paid Time Off Programs & MORE!

GENERAL SUMMARY

This position is responsible for operational, facilities and administrative functions to support the FTZ General Manager and Superintendent, the Properties and FTZ departmental personnel; must exercise considerable initiative, drive, independent judgment, motivation, confidentiality, and discretion in handling issues, matters, projects and delegated assignments.

Prioritizing and managing multiple projects simultaneously, and following through on all issues in a timely manner; preparing correspondence and other communications; creating and managing files and legal documents; assisting in document signature process; performing basic research; general office management, including arranging meeting and calendar coordination, answering calls and delivering mail, purchase order and invoice creation, oversight, and management; and keeping informed of pertinent policies, rules and regulations.

ESSENTIAL FUNCTIONS

• Coordinate and support the GIFTZ Treasurer on operational matters in the production, maintenance, forecasting and oversight/tracking of the Operating Budget for the GIFTZ.
• Provide operational data for monthly A/R billings sheets and coordinate customer account set-up/alterations.
• Dispute resolution on A/R outstanding balances.
• Manage all FTZ & Properties (at IMC) legal files (electronic, hard copy).
• Manage IMC temporary access key inventory and IMC parking hang tags.
• Manage IMC fuel dispensing system (Fuel Master).
• Complete monthly utility meter readings and reconciliation with IMC tenants.
• Prepare charge back forms for IAA tenants, as directed.
• Manage & procure office supplies for FTZ and Properties (at IMC).
• Manage internal and external mail pick-up/deliveries.
• Complete business expense entries in Concur for FTZ management staff, as directed.
• Assist the Director of Properties, FTZ General Manager, and Superintendent in the administration and research of Lease and Service Provider Agreements including the creation, copy, and distribution of legal documents by and/or for FTZ and Properties (at IMC).
• Manage and maintain content to/from FTZ's database, as directed.
• Manage and create GIFTZ board packet documents.
• Support FTZ marketing presentations, bundle marketing packets, and reorder collateral materials related to the FTZ's marketing program.
• Conduct annual Grantee audits of active FTZ Operators which ensures federal operating compliance.
• Coordinate and ensure the active FTZ Operators complete their required federal Annual FTZ Reporting - Online FTZ Information System (OFIS).
• Coordinate the maintenance of FTZ fixed assets and rolling stock.
• Research new and potential IAA & FTZ customers and coordinate introduction meetings.
• Support the Director of Properties with contract terms compliance for tenants and service providers.
• Coordinate data entry/tracking for Capital Budgets and Strategic Spend projects for the Properties Department including IMC.
• Run various reports on a daily/weekly/monthly/quarterly/annual basis, as necessary.
• Create, track, and coordinate purchase orders in Oracle and Infor.
• Other assigned duties or projects, as needed.

MINIMUM REQUIREMENTS

• Graduation from an accredited college or university, any coursework.
• Advanced experience in Microsoft Suite.
• Excel at organizational and communication skills.
• Ability to perform all the physical and cognitive tasks outlined in the job description.
• Required Licenses, Certificates, Conditions
• Valid Indiana driver's license and demonstrated good driving record.
• Ability to pass the requisite airport and TSA security checks.
• Ability to perform all the essential functions of the job outlined without creating a direct threat to the safety of oneself or others.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

• While performing the duties of this position, the employee is required to walk, sit, use of hands to finger, handle, or feel objects, reach with hands and arms, balance, stop, talk or hear.
• The employee must occasionally lift and/or move up to 25+ pounds or more.
• Specific vision abilities required by the position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.
• Operate a motor vehicle with a valid driver's license.
• Use of a computer and other personal assistance devices (tablets or mobile phone) are a must for this position.

Work Environment:

• This position is performed within an office environment at least 80% of the time.
• The other 20% the employee will be exposed to weather conditions prevalent at the time.
• With multiple worksites the noise level varies from the office environment and the outside environment.
• The incumbent in this position is expected to work independently and as part of the team.