O&T Coordinator

Title: O&T Coordinator

Division: IT

LJA recognizes that our success depends on the quality of the people we hire. We are currently seeking highly talented individuals that take pride in their work, function exceptionally well in team environments, and contribute to the overall success of the company. As a 100% employee-owned company, we promote an entrepreneurial spirit that helps drive the bottom line and the long-term professional and financial success of our employees. With more than 70 office locations, LJA is growing and ready for talented people to help us build our future.

Summary: The role of the O&T Coordinator is an integral part to the New Hire onboarding process. The coordinator is responsible for managing, monitoring, assigning, coordinating tasks as well as the liaison between HR, Hiring Managers, SVP, VP, and other departments that are involved in the process. The coordinator also oversees and coordinates internal employee moves, and the end-of-employment (EOE) processes. This role demands an individual that is passionate, dedicated, possesses great communication skills, both written and verbal, pays attention to detail, take ownership, and can work in a fast-paced environment within a growing organization.

General Responsibilities:

• New Hire IT Coordination
• Review and monitor all incoming new hire tickets
• Ensure accuracy and correctness on new hire tickets
• Communicate with HR on any discrepancies, missing or mismatched information, etc. and take corrective action
• Communicate with Hiring Manager, C-Levels, SVPs and VPs on any delays, changes, unforeseen circumstances, etc.
• Assign new hire tasks to relevant groups and assignee
• Monitor tasks and liaise with assignees on status
• Ensure all tasks have been completed and verified by assignees
• Work with IT Ops on obtaining software licensing and hardware equipment
• Close O&T IT tasks once completed
• Get approval on seating assignment from Office Managers and update floor plan for respective locations; identify appropriate workspace if necessary
• Coordinate with facilities on setting up/staging new hire workspace with computer equipment and new hire boxes
• Prepare, package and ship new hire boxes/bags to new hires location
• Update company floorplans as deemed necessary
• Ensure entries into Fleet management software programs (currently Fleetio and Geotab)
• Provide necessary PPE
• Track and analyze new hire feedback to improve process
• Update employee workstation type and driver type in UKG
• Employee Moves
• Review and monitor all incoming move tickets
• Ensure accuracy and correctness on move tickets
• Collaborate and coordinate with facility managers, facility coordinators, site managers and desktop support on office moves and inter-office moves
• Get approval on seating assignment and update floor plan to reflect move/new seating assignment
• Ensure all IT equipment is ready for any moves
• Assign move tasks to respective groups and assignees
• Update move tickets
• Any additional related tasks
• Update employee workstation type and driver type in UKG
• Create and manage tickets for moving logistics.
• End of Employment Procedures
• Ensure accuracy and correctness on End of Employment tickets
• Communicate with HR on any End of Employment tickets where there is ambiguity
• Send asset recovery email to hiring manager
• Assist O&T IT technicians with recovering of IT equipment from terminated employee
• Update floor plan removing user and making workspace as “vacant”
• Assist Office Services in the recovery of access cards
• Remove exiting employee's information from Fleetio and Geotab
• General Responsibilities
• Manage, monitor, assign, and update tickets using FreshService ticketing system
• Assist with updating and maintaining floor plans
• Shipping New Hire equipment as needed to ensure timely delivery while controlling shipping costs
• Lead weekly new hire/move meetings
• Assist IT Manager with implementing process improvements
• Train and guide individuals involved in the new hire, move, and end of employment processes
• Collaborate with various departments to ensure smooth coordination of logistics
• Maintain confidentiality and security of employee information
• Ensure all logistics are executed in compliance with company policies and regulations
  

Required Education:

• Associate’s Degree (preferred)
  
  

Required Experience:

• 3 years Project Coordinator work experience
• Some background in Facilities Management
• Proven experience in IT ticketing system management (FreshService experience preferred)
• Intermediate Microsoft Excel and Word skills
• Intermediate PowerPoint skills
• Strong documentation skills
• Excellent communication skills (written/verbal) to interact senior level management
• Must be dependable, organized, possess a sense of urgency and attention to detail and passionate
• Ability to manage multiple tasks simultaneously in a fast-paced environment