FF&E Coordinator

Summary

To support our national growth, we are seeking an FF&E Coordinator to join our new office build out team. This individual will work closely with various vendors and internal teams to open new offices and support office moves and changes. We are looking for an organized administrator who is committed to learn the business, develop new skills, and be the central point of communication for remote team members, contractors, and vendors.

The FF&E Coordinator will work under the direction of a supervisor, providing a central hub for communication for the team. This professional will support the guidance of day-to-day operations, problem solving, and the decision-making skills needed to logistically open and maintain offices around the country. This administrative role will track task status, contractor progress, and ensure responses are delivered to team
members, general contractors, and vendors in a timely fashion.

This administrative role will track task status, contractor progress, and ensure responses are delivered to team members, general contractors, and vendors in a timely fashion. They will coordinate and oversee:

• Furniture/equipment moves
• Assist with development and distribution of firm-wide standardized finish schedule
• Creation of firm-wide standardized finish pallet.
• Furniture casework selection and vendor coordination and installation scheduling.
• Source vendors for internal and external Signage
• Signage design approval coordination and installation scheduling/coordination
• Coordinate department resources for task completions
• Appliance orders and install coordination
• Coordinate ordering and/or movement of large devices (Copiers, Copitrak terminals and postage machines)
• Office staff temporary placement/move coordination for expansions and renovations
• Monitor program/project budgets, document team program policies and guidelines, consolidate purchase requisitions and coordinate fiscal reporting and accountability

Responsibilities

• Use construction management software to open/close projects, manage tasks, schedule team resources, and
  organize supporting documentation in a central repository. Support team travel arrangements.
• Assure new office address and data remains consistent and correct across multiple internal repositories (Docufree, Saxon, stationary, procurement, web).
• Prepare purchase requisitions and consolidate purchase requests from multiple sources, track orders, and serve as the primary contact for FF&E inquiries and follow-up.
• Obtain the COI, the COO, ensure building conditions support special equipment and furniture requirements (i.e., power, data and space) during design phase and/or prior to procurement, and work with contractors to closeout punch lists.
• Conduct meetings to communicate, review and revise plans regarding procurement and installation of FF&E.
• Develop, recommend and implement project schedules for the procurement of FF&E; coordinate the delivery of FF&E services (i.e. delivery and installation) to multiple office projects.
• Provide weekly status reports on procurement, set-up, and move schedules.
• Develop and maintain inventory.
  

Qualifications

• Previous experience planning and coordinating day-to-day activities and operations of FF&E procurement and move management
• Knowledge of developing and presenting plans and schedules
• Understanding methods of purchasing and contract administration
• Knowledge of project management and coordination methods
• Be hard working, reliable, flexible, and open to learning new techniques
• Establish and monitor program/project budgets; maintain accurate records.
• Establish and maintain cooperative and effective working relationships with others.
• Communicate effectively both orally and in writing.
• Analyze situations accurately and adopt an effective course of action.
• Interpret, apply and explain rules, regulations, policies, guidelines and procedures.
• Operate a computer and assigned office equipment.
• Work independently with little direction.
• Plan and organize work
  

Working Conditions & Requirements 

• Primarily an Office environment
• Occasional evening and weekend work
• Subject to some travel to conduct work.
• Hearing and speaking to exchange information in person and on the telephone and make presentations
• Dexterity of hands and fingers to operate computer keyboard
  
• Seeing to read various materials and traverse construction areas
  
• Standing for extended periods of time
  
• Reaching overhead, above the shoulders and horizontally
  
• Bending at the waist, kneeling, or crouching
  
• Lifting, carrying, pushing, or pulling heavy objects up to 30 lbs