Job Details

Office Associate, Facilities

North America, USA, Minnesota, Minneapolis
Job Reference
Schedule Type
Full Time
Job Function
Administration / Secretarial
About Us

Smiths is always looking for curious minds. For new colleagues who want responsibility and relish a challenge. Those who would like to use their talents to help make the world safer, healthier, more efficient and more connected.

We're proud that we've been helping propel the human world forwards during our 160 year history of innovation. By looking at things differently. By adapting and never standing still. And by always thinking big.

Today we're an aligned global business of five divisions and around 22,000 colleagues that touches the lives of millions every year across five vibrant global markets.

In Smiths Medical, one of the five divisions of Smiths Group, we touch the lives of millions of people every day. Our colleagues are focused on providing innovative, lifesaving solutions for patients around the world.

So whether you're an experienced professional or just starting out on your career, our global scale and focus on growth means great career opportunities for the right colleagues. There's never been a better time to join Smiths. And help us create the future.

Job Description

Position’s primary role is that of First Impressions Coordinator: Greeting and coordinating credentials for guests and their hosts within Smiths Medical.  They also play a role in meeting site security and facility needs.   They act as site concierge for all guests and employees.  Supports catering activities and conference room bookings. Associate will also provide back-up for the Mail Room Associate. Position reports to Facilities Manager.

Duties & Responsibilities

First Impressions Coordinator

  • Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.


  • Directs visitors by maintaining employee and department directories; giving instructions.


  • Maintains security by following procedures; monitoring logbook; issuing visitor badges.


  • Maintains telecommunication system by following manufacturer's instructions for house phone and console operation.


  • Maintains safe and clean reception area by complying with procedures, rules, and regulations.


  • Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.


  • Handles issues with turnstile access problems.


  • Coordinate with vendors required needs from service to access.


  • Main point of contact for all guests and employees as host/hostess for the entire Smiths Medical site.


  • Works closely with all administrative staff in the building and serves as backup support to the Admin team.


  • Maintains and performs entry in the property database


  • Inventory and stocking of various areas including office supplies and first aid areas / cabinets.


  • Maintaining HSE data to track environmental metrics


  • Supports conference room availability and usability by ensuring maintenance of the rooms and stocking of necessary supplies.


  • Operate digital signage


  • Maintain Key inventory – building, desk and files.


This position will also provide regular support the mailroom associate. When doing so, duties will include:    

  • Responsible for receiving, opening, and dispersing, all incoming mail to appropriate employees while distributing all outgoing mail to appropriate clients.


  • Sort, deliver and pick-up mail and packages ensuring time frames and deadlines are accurately met.


  • Receive and log all incoming items including certified, registered, federal express and DHL.


  • Use special equipment that allows for sorting, folding, metering and scanning of certain items


  • Set up conference rooms, managed shred bins, and stock all paper for printers.


  • This position is required to assure compliance of Company operations to all applicable laws, regulations and standards, good business practices and company documented procedures (including knowledge of all standards, government occupational health and environmental regulations and statutes related to the site).


  • Engage others, promote, and participate in Environmental, Health, and Safety initiatives, focusing on continuous improvement.


  • Other duties as assigned


The Individual

Technical Knowledge and Skills:

  • Secondary Education (High School) required


  • High school diploma


  • 1-3 years’ experience in a customer service and/or receptionist position with primary duties on the phone/switchboard, and customer service/greeting visitors. Global company experience preferred.


  • Shipping and receiving experience preferred
  • Basic Windows and keyboarding skills.


  • Ability to carry out detailed written and verbal instructions.


  • Must follow all safety and productivity guidelines.


  • Capacity to work in a fast-paced, team environment


  • Communication: Both the First Impressions Coordinator and Mailroom roles, as well as the conduction of the other duties of this position includes the need to speak with people in order to make sure mail and packages go where they are supposed to, I n order to answer the phone and deal with customers. Listening, talking and understanding are very important to the job.


  • Exceptional organization skills and customer service skills are required


  • Education requirements can be obtained through an educational institution or gained through equivalent work experience


  • Excellent verbal and written (technical) communication skills.


  • Ability to establish and maintain effective working relationships with co-workers, inside and outside of the unit.


  • Ability to plan, schedule and coordinate individual project activities within a larger project.


  • Knowledge of Microsoft Office Software- primarily Excel, Word and PowerPoint. Ability to learn additional software.


  • Recurring physical demands include sitting, standing, bending, twisting, reaching, lifting 50 pounds, walking, and crouching.


  • Strong influencing and diplomacy skills with co-workers and third parties.
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