Facilities Coordinator

Facilities Coordinator:

Under the direction of the Office Services-Facilities Manager, the Facilities Coordinator will be responsible for overall facility coordination.  The Coordinator will be the first point of contact for internal and external customers seeking support and information from the Facilities organization. The Facilities Coordinator will provide administrative support to the Facilities Manager and the Facilities organization, manage office functions including: Work Order coordination, office moves, space planning, and database management. Daily office operations, maintaining office records, and providing general support services for remote staff.

Individual will be working with vendors and Facilities personnel while overseeing general maintenance and Office Services support tasks. Individual also will approve vendor invoices and track expenses for budgetary performance and handle special projects as assigned.  Additionally, the Facilities Coordinator, under the supervision of the Facilities Manager will manage all outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, and providing scheduling support.

General Responsibilities:

• Assist Facility Management Team with tactical planning for the team’s goals and objectives and completion of day to day workload
• Review & assign work orders, prioritize workflow & load balance between team members. Improve turnaround time and ensure accuracy in deliverables
• Conduct daily walkthroughs and identify maintenance issues, proactively pursues improvement
• Implements AV maintenance programs to improve reliability
• Assist with space planning, moves and furniture allocation
• Provide facility specific assistance to the project management team as needed or requested
• Provide general overall facility management services including continuous monitoring of office/facility
• Coordinate/support special events
• When required work flexible hours to accommodate project schedules to limit operation disruptions.
• Scheduling and provides direction to vendors, facilities staff and other service providers
• Develop monthly performance reports on KPI’s and work order trends
• Cross-trained to provide back up support for all administrative responsibilities including reception
• Perform other duties as assigned, project tasks and lead continuous improvement efforts
• Creation of policies and procedures for Office Services & Facilities functions

Experience & Skills:

• 3-5 years’ experience working in Facilities or Office Services environment
• Associates degree in facilities management, business or other related field; or equivalent work experience
• Bachelor’s degree preferred but not required
• Superior customer service skills and orientation
• Ability to maintain professionalism at all times under stressful situations
• Ability to plan and manage work under time constraints
• Ability to multitask and work without direct supervision
• Proficient in MS Office, and possess strong written, verbal and people skills
• Strong organizational skills and collaborative style
• Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports