Business Support Coordinator (Onsite)

At Iron Mountain we know that work, when done well, makes a positive impact for our customers, our employees, and our planet. That’s why we need smart, committed people to join us. Whether you’re looking to start your career or make a change, talk to us and see how you can elevate the power of your work at Iron Mountain.

We provide expert, sustainable solutions in records and information management, digital transformation services, data centers, asset lifecycle management, and fine art storage, handling, and logistics. We proudly partner every day with our 225,000 customers around the world to preserve their invaluable artifacts, extract more from their inventory, and protect their data privacy in innovative and socially responsible ways. 

Are you curious about being part of our growth stor​y while evolving your skills in a culture that will welcome your unique contributions? If so, let's start the conversation.

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 the director, and 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). 

• Proficient in Microsoft Excel.

• 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),  maintaining supplies of, 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 offboarding 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 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. Google 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.

Functional Knowledge, Skills, and Competencies: 

• High School Diploma or equivalent required.

• 2+ years’ experience in an administrative support position preferred.

• Intermediate PC skills with demonstrated proficiency in Microsoft Office Suite Google 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.

Reasonably expected salary range: $47,400.00 - $59,300.00

Category: Administrative Services