Business Support Coordinator; Onsite

Iron Mountain Data Centers

Iron Mountain's Data Centers operate a global colocation platform that enables customers to build tailored, sustainable, carrier and cloud-neutral data solutions from single cabinets to wholesale data centers in 19 locations on three continents. Iron Mountain data centers are powered by 100% renewable energy thanks to carbon credit assistance and low PUE. As well, Green Power Pass is available to all customers.

Iron Mountain offers customers the business and environmental benefits of renewable energy through unique green power contracting for data center services.

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.

• 401(k), Employee Stock Purchase Plan
• Medical, Dental and Vision benefits - Day One
• Employee Assistance Program
• Annual Merit Increases, 2 Weeks Paid Vacation, 7 Paid Holidays + Sick Pay
• Professional Development and Training
• Referral program

• 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 the 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.
• 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…