Administrative Assistant – Data Center

At Iron Mountain we protect what our customers value most, from the everyday to the extraordinary. We build customer value around the world with a passion for preserving the physical, transforming the digital, and respecting the environmental. We pioneered the industry for global records and information management and have established some of the best customer relationships in the industry with 95% of the Fortune 1000 companies among our 225,000 loyal customers. Here, you’ll bring your expertise and creativity to a workplace that thrives on continuous improvement. Here, you’ll be part of a global workforce that embraces the differences among us. And here, we’ll encourage you to Climb Higher for the benefit of our customers and each other. There is so much more, but enough about us. We can’t wait to hear about YOU.

Responsibilities:

Iron Mountain Data Centers (IMDC) is seeking a self-motivated, experienced, detail-oriented, and highly-organized individual with good judgment and excellent communication skills to provide quality administrative support as a Business Support Coordinator, Data Center. This position will be responsible for managing, organizing and coordinating office operations and procedures to ensure the Operations department runs effectively and efficiently. The Business Support Coordinator applies experience and knowledge of IMDC policies, processes, and procedures to perform basic and routine tasks assisting GM, directors, managers and other employees in day-to-day operations under the general direction of a GM, demonstrating some independence in planning time, but frequently coordinating with superiors to prioritize assignments and use assigned resources. Established policies/procedures provide guidance for most tasks but provide some discretion to select the most appropriate approach. Work activities typically support the work of other employees and contribute to the activities of the company.

Job Responsibilities include, but are not limited to the following activities:

Provide basic office management, completing expense reports for Ops Managers and above, organizing/filing documents.

Coordinates all parts of the PO process lifecycle timely (managing flow of information, obtaining quotes, submitting, workflows, receiving, tracking receipts, invoice submission, vendor and employee communication, credits/debts, invoice summaries, check/wire requests) and tracking of the operations budget (Opex, Capex).

Provide research and reporting support for Operations team.

Coordinate annual completion of departmental safety and training programs, including the tracking of program status, updating, distribution, and filing of reports and correspondence.

Organize and support internal meetings and events for various departments. Take full responsibility for planning all aspects whether the meeting originates locally or corporately. This includes room preparation, ordering lunches, coordinating visitor access (ticket request, escort request), coordinating customer parking, maintaining supplies of customer gifts, name tags, snacks and beverages, as applicable.

Maintain office and kitchen supplies inventory (employee and customer areas) by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies and distributing.

Open, sort, prioritize, distribute and action as appropriate, all incoming mail.

Focal point for department communications; including reviewing of Policies & Procedures.

Provide ongoing training and assistance to other employees when necessary, includes supporting parts of the onboarding and off boarding employee process, such as ordering new laptops, request or disable network and application access, set up workspace for day one, order or return cell phone, order or return IMDC badge(s), order and distribute Code of Ethics booklet.

Order and distribute uniforms for operations office staff as required.

Prepare and distribute travel itineraries for Ops staff; make arrangements for dining and transportation, as requested.

Maintain a calendar of itineraries and schedules, and coordinates business meetings and conference calls; prepare reimbursement requisitions for off-site meeting attendees.

Prepare departmental documents and reports which involve assembling necessary information by researching files and documents and communicating with various people; operating various computer software programs, e.g. MS Office Suite, to record and analyze information; organizing information into text, tables, and graphs; and formatting and generating reports.

Assignments are complex and diversified in nature and may require working within a globally dispersed team.

Day to day business support as required.

May be assigned over-time work based on the needs of the business.

Key Skills, Requirements and Competencies:

High School Diploma or equivalent required.

Intermediate PC skills with demonstrated proficiency in Microsoft Office Suite, Outlook skills, Lync Meeting, SharePoint, calendar management and travel.

Demonstrate the capacity to support all levels of management up to Director-level.

Demonstrated experience in organization, problem solving, decision making and ability to stay current with new technology.

Must have the ability to grasp new information quickly.

Must be able to communicate clearly and effectively in English, both verbally, typed and written. Includes reading, comprehending, and following documentation written in English.

Ability to use discretion when using corporate credit card for work-related purchases.

Ability to work both independently and within a team environment.

Preference for operating with substantial independence and strongly self-motivated.

Demonstrated ability to multi-task and work productively under pressure, with attention to detail under tight deadlines.

Ability to work in a fast-growing, high energy environment and react to change in a positive manner.

Strong customer service mindset and driven to find resolution.

Disclaimer: This job description is not meant to be an all-inclusive statement of every duty and responsibility of the jobholder. Certain features of this job are described in the above headings, but are not necessarily limited to the above written statements. They may be subject to review. All positions within Iron Mountain may include other duties as assigned.

Iron Mountain is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, creed, age, national origin, sex, sexual preference or handicap.

Category: gja\_Administrative Services

Iron Mountain Incorporated, founded in 1951, is the global leader for storage and information management services. Trusted by more than 225,000 organizations around the world in approximately 50 countries, Iron Mountain stores and protects billions of valued assets, including critical business information, highly sensitive data, and cultural and historical artifacts.

Providing solutions that include information management, digital transformation, secure storage, secure destruction, as well as data centers, cloud services, and art storage and logistics, Iron Mountain helps customers lower cost and risk, comply with regulations, recover from disaster, and enable a digital way of working.

Our Cores Values and Code of Ethics are our north star. They provide a solid base for how we do business and behave every day, so each one of us can experience exceptional.

If you have a physical or mental disability that requires special accommodations, please let us know by sending an email to accommodationrequest@ironmountain.com. See the Supplement to learn more about Equal Employment Opportunity.

Iron Mountain is committed to a policy of equal employment opportunity. We recruit and hire applicants without regard to race, color, religion, sex (including pregnancy), national origin, disability, age, sexual orientation, veteran status, genetic information, gender identity, gender expression, or any other factor prohibited by law.

To view the Equal Employment Opportunity is the Law posters and the supplement, as well as the Pay Transparency Policy Statement, CLICK HERE

Requisition: J0054818