• Act as facilities leader for the HRTC site

• Coordinate all maintenance activities with the Allegion Carmel facilities team

• Identify any maintenance needs and coordinate with Facilities team to arrange resolution; act as on-site contact (as required) for any maintenance interactions

• Oversee maintenance activities on-site at HRTC

• Coordinate and manage office layout and manage occupancy

• Ensure cleaning services are performing adequately and resolve any issues with the vendor as required 

• Ensure vending services are stocked adequately and resolve and issues with the vendor as required

• Act as on-site lead/interface for Security

• Act as primary interface with the Facilities/Security team in Carmel regarding HRTC Security Issues

• Execute access control changes and updates in alignment with Allegion policy and requirements for employees and building occupants

• Monitor the building access / security and assure that identified issues are resolved

• Provide Facilities & Safety Leadership

• Support Environmental, Health, and Safety (EHS) needs with respect to reporting, communication, personal protective equipment (PPE), and liaising with corporate EHS teams

• Act as HRTC’s primary point of contact with EHS concerning site access control

• Enforce Health & Safety policies for the HRTC site

• Chair the site Safety Committee, interfacing with corporate EH&S, scheduling and leading monthly meetings, assigning tasks, tracking their completion, and publishing monthly meeting minutes

• Enforce applicable health & safety policies for visitors to the HRTC site

• Assist in enforcing applicable health & safety policies for employees at the HRTC site

• Ensure that employees comply with EH&S training requirements, including all online safety training required for onboarding new employees

• Purchasing

• Act as owner of a Purchasing card (P-card) for the site, complying with all associated policies and requirements

• Monitor and maintain office supplies inventory for the Engineering and Product Assurance teams; order supplies as necessary to maintain stock

• Stock Kitchen Supplies / Coordinate with vendors to not run out of supplies

• Purchase materials, as needed, to support building activities

• Coordinate catering as necessary

• Track expenses and comply with applicable budget requirements 

• Communication

• Act as single point for communication to the HRTC occupants, providing facilities updates, emergency information, visitor information, …

• Develop and implement appropriate mechanisms to communicate key information within the site

• Participate as a representative on the HRTC employee event coordination team (i.e., THREAD)

• Serve as the site’s interface with respect to corporate communications

• Answer Phones

• Answer, screen and transfer any general inbound phone calls to the site

• Greet and Assist Visitors

• Be the face of the Hague Road Technical Center to all visitors 

• Staff the reception desk (generally) for core hours that the building is open (8am – 4pm)

• Grant access to building (front door, garage door, warehouse dock)

• Enforce all applicable visitor policies

• Locate employees

• Assign Visitor badges, manage guest sign-in

• Assist with visitor needs (desk/office space, printing, phones, supplies, computer equip/ cords, reservations, directions, etc)

• Maintain safe and clean reception area

• Receiving

• UPS, Fed-Ex, US Mail, Inter-Office Mail, Courier, Conway Freight, …

• Grant access to building (front door, garage door, warehouse dock) multiple times per day

• Sign for deliveries

• Deliver packages or notify recipients

• Maintain receiving records per applicable Allegion policy

• Shipping

• Assist engineers and technicians to ship packages

• UPS – send packages, order shipping supplies, track packages, maintain UPS WorldShip backup database, send Daily Shipment Report to each sender

• US Mail – Maintain account for purchasing online postage, prepare mailings and print postage, purchase stamps as needed

• Coordinate late package shipping with UPS drivers/ drop box times or bring to UPS Store

• Maintain shipping supplies (boxes, envelopes, bubble wrap, tape)

• Maintain shipping records per applicable Allegion policy

• Human Resources support

• Assist on-site people leaders with onboarding new employees, including badging, workspace assignments and I-9 verification

• Maintain Kitchen Areas (1st floor / 2nd floor)

• Coordinate/Schedule select meetings and team needs for such meetings

• Provide support for both on-site people needing assistance and for visitors from other Allegion sites looking to arrange a meeting at the site

• Assist with Room Availability, coordinating catering for Lunches, etc..

• Support (as needed) special meetings with bulk coffee requirements, bottled water, …

• Assist with clean-up (as required)

• Phone/email lists

• Maintain up to date phone and email lists for all departments at HRTC, for Americas Engineering and for the Global Engineering organization 

• Support Site leadership

• Schedule and coordinate meetings, appointments and make travel arrangements for managers and/or supervisors at the site (as required)

• Added Value (offered by an ideal candidate)

• Pursue continual improvement of HTRC processes with tenacity, according to Allegion’s ‘Passion for Excellence’ value

• Take ownership, acting and communicating with authority, but also diplomacy (be able to say “no”, enforce rules, and intervene real-time to uphold site expectations)

• Bring (or learn) additional skills not explicitly required for the role; examples include: maintenance of the HRTC SharePoint site, process automation (Microsoft Power Automate, Flow, or other application), availability to support creation of MS Excel, Word, PowerPoint, Visio, or other outputs upon request, hosting some visitors for facility tours, recommending changes, serving on or leading project teams

Requirements: 

• High School diploma or equivalent education required,Bachelor’s degree preferred. 

• Excellent communication skills, written and verbal

• Excellent organizational skills

• Strong multitasking and organizational experience. 

• 1+ years of experience in an administrative support or office coordinator role. 

• Must be able to safely lift objects up to 25 lbs and safely move objects up to 50lbs, in order to support shipping and receiving requirements

• Computer skills and knowledge of relevant software (e.g., Microsoft Office) required. 

• Knowledge of standard office equipment operation. 

• Knowledge of clerical and administrative procedures such as filing and record keeping. 

• Knowledge of principles and practices of basic office management. 

• Demonstrated track record of interacting with all levels of management, staff, and outside contacts in a courteous, professional, and discreet manner

• Ability to prioritize tasks and keep tasks and assignments organized

• Ability to handle confidential information in a professional manner

• Detail-oriented and diligent work ethic with the ability to work cohesively with others

• A high level of motivation and initiative, follow through, and the ability to communicate clearly both written and verbally

• Ability to manage daily tasks with minimal supervision

Key Competencies: 

• Written & verbal communication

• Planning and organizing

• Prioritization

• Problem solving and decision making

• Information gathering and monitoring 

• Flexibility

• Teamwork and collaboration

• Work and time management

• Initiative

• Integrity

• Attention to detail and accuracy

• Adaptability 

• Customer service orientation