Part Time Technology & Facilities Coordinator

Purpose

Overall, this part-time role is responsible for managing the technology support, facilities oversight, and employee experience needs for an assigned office/offices. Partnering with office leadership and Agency Operations to deliver an outstanding employee and client experience that exemplifies our Cheil Agency Network standards.

Responsibilities

Technology Support (60% of Role)

Daily/Weekly Operations

• Provide world-class detail-oriented technology support for everyone in the assigned office.
• Assist in the deployment and maintenance of computers, loaner laptops, peripherals, software applications, and other tech devices.
• First-tier support and troubleshooting for all laptops, desktop hardware, business software, audio/visual, teleconferencing/videoconferencing equipment, televisions, monitors, projectors, recording equipment, speaker sets, digital cameras/camcorders, printers, and network troubleshooting.
• First-tier support for the assigned offices’ All-Agency, client, and new business meetings, including audio, video, and presentation equipment support and management.
• Set up and tear down technology equipment for All-Agency or client meetings/visits, as needed.
• Manage technology ticket queue (for assigned office), including escalating issues to Technology department leadership when necessary.
• Assist with new hire technology onboarding.
• Maintain Agency print zones, including stock of paper, toner, and supplies.

Monthly/Annual Operations

• Assist with maintaining an inventory database of computers, peripherals, and software.
• Maintain any new business travel equipment.
• Assist with agency-wide software updates for assigned office employees.
• Research and recommend new technologies for the assigned office.
• Experiment with creative technology to add new products to the Agency/assigned office portfolio.
• Manage technology inventory (including assisting with twice-per-year agency-wide effort) and secure assets as needed.
• Assist other agency teams during onsite installations or as needed with expert technology support.

Office Supplies and Catering Management/Support (30% of Role)

Provide food and beverage service for the assigned office. Perform a logistical event coordinator for all agency events, client-related meetings, and agency-sponsored events.

• Daily beverage and supply set up in Agency service areas (various coffee, teas, etc.).
• Familiar with food policy, catering guidelines, and procedures for ordering and setting up food and beverage requests.
• Process all food requests to vendors per catering and budget guidelines outlined by Operations leadership.
• Maintain organized and stocked kitchens and storage closet, e.g., cabinets, drawers, paper products, coffee, tea, sugars, etc., and stocked office supply closet, e.g., paper, writing utensils, filling materials, etc.
• Create a weekly “grocery list” and “office supply list” to purchase and order all needed supplies.
• Establish and maintain relationships/direct contact with vendors and caterers.
• Provide set up and clean up for Pub Wednesday, office lunches/events, and client visits/meetings; follow-up post-meeting to ensure the office is returned to CAN standard.
• Weekly clean out of the fridges.
• Garner ongoing feedback from employees to improve the in-office experience.
• Process all invoices and track spending per Operations Department guidelines.
• Communicate the weekly plans and needs of the office to the office leadership.
• When needed, responsible for maintaining, scheduling, and sharing an office events calendar with office leadership.
• When needed, assist Agency Operations with a variety of tasks for Agency functions or special projects, e.g., community volunteer days.

Office Facilities Management (10% of Role)

Provide excellent customer service to all levels of the Agency in interaction and resolution.

• Assist with overall new hire onboarding, partnering closely with People, IT, and Operations to ensure all incoming employees have the proper equipment, working spaces are set up, and all questions/issues are addressed timely and thoroughly.
• Lead team member for moves within and of the assigned office.
• Serve as a direct contact for facility-related vendors, e.g., building management, cleaning crew, office security, HVAC, etc.
• Manages office vendor payments, including creation of Purchase Orders.
• Knowledge of access systems, responsible for issuing access for employees, guests, and vendors.
• Manage inventory of access system fobs and storage unit access/keys.
• Knowledge of parking policies for the assigned office and responsible for addressing any employee questions or troubleshooting any issues.
• Responsible for escalating facility issues (HVAC, water, plumbing, electric, etc.) to Operations leadership and contacting/managing proper vendors to address any issues.
• Primary point of contact for guests and visiting colleagues from other office locations.
• Pick up, sort, and distribute mail and packages to every employee; arrange pick-up logistics as needed.
• Complete walk-through of the facility several times a day, making certain space functioning and organized; detailed concentration on conference rooms for technical issues and overall organization.
• Maintain floor plans and seat assignments in partnership with assigned office leadership.
• Upkeep furniture placement ensures its location, i.e., seating in conference/meeting rooms, empty offices, etc.; replace what is missing, what has been moved, etc.
• Knowledgeable of the policies outlined in the CAN Handbook.

Competencies

Detail Oriented/Committed to Client Service. Is dedicated to providing the highest quality support which exceeds the needs and requirements of McKinney and its clients; is committed to continuous improvement through empowerment and management by data; is willing to re-engineer processes from scratch; is open to suggestions and experimentation; creates a learning environment leading to the most efficient and effective work processes.

Relationship-building with office/agency leaders, employees, clients, vendors & agency partners

Problem Solving. Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.

Technical Knowledge and Skills. Has the functional and technical knowledge and skills to do the job at a high level of accomplishment; is good at learning new technology; experiments and will try anything to find solutions; enjoys the challenge of unfamiliar tasks; quickly grasps the essence and the underlying structure of anything.

Action Oriented. Enjoys working hard; is action-oriented and full of energy for what he/she sees it as challenging.

Time Management. Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities and manage multiple types of projects.

Professional Skills & Knowledge

• Expert with Mac, Windows, iOS, and Android devices
• Expert with multiple types of hardware, including laptops, desktops, and mobile devices
• Demonstrated expertise with client software, including examples such as Microsoft Office and Adobe applications
• Experience with printer and copier maintenance/management.
• Self-motivated and willing to expand knowledge
• Ability to manage time well and meet deadlines
• Capability to work on simultaneous projects and meet tight deadlines
• Shows expert skills in writing and speaking to effectively provide knowledge as well as increase the levels of understanding and acceptance among a wide range of audiences

Experience

Ideal candidate has 2+ years of demonstrated technology experience; comprehensive hands-on technical troubleshooting experience. Hospitality and/or catering experience and working in an advertising agency is a plus. Excellent interpersonal, customer service, and organizational skills, plus the ability to effectively interface with clients, employees, and vendors.

Salary Range

Our estimated compensation for this role is $32/hr CAD

Right To Work In Canada

You must be authorized to work in Canada for any employer.  At this time, we are not sponsoring or providing assistance with obtaining work authorization.

McKinney is a place where everyone can grow. Studies have shown that marginalized communities  such as women, LGBTQ+ and people of color are less likely to apply to jobs unless they meet every single qualification. However you identify, and whatever background you bring with you, please apply if this is a role that would make you excited to come into work every day.

We are in the office Tuesday/Wednesday/Thursday on a hybrid schedule. We look forward to meeting you!