Business Support Coordinator (Onsite) (Must have Budget Exp)

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 a