Coordinator, Property and Facilities Management

The Facilities Coordinator provides day to day oversight of facility operations with limited supervision.  Daily activities include coordination of building maintenance and repairs on systems, equipment and furniture.  The role also involves direct supervision of vendors to ensure corporate facility standards are achieved. 

Job Functions and Responsibilities:

• Assist with and coordinate all onsite repair, maintenance and construction activities as required
• Independently take initiative to ensure proper running of building, including but not limited to:
  • Coordination of onsite building and maintenance
  • Daily building walkthroughs to determine action plan for facilty maintenance and safety needs 
  • Maintain inventory of supplies required to properly run the facility 
• Work with vendor management and sourcing departments as requested, to set up vendor contracts and PO’s
• Maintain relationships with vendors and service providers to ensure compliance with company policies, quality and timeliness of goods and services
• Assist in management of furniture and appliance inventory and repairs
• Function as contact person for repairs, maintenance and deliveries
• Assist with oversight of CCTV and badge systems 
• Work with offsite Security team to ensure all company badges are properly distributed and associates and vendors have proper badge access
• Take photographs of new employees and submit to Security to have badges created
• Submit maintenance tickets in Landlord’s system for service requests that are covered by lease
• Daily oversight of all vendors contracted by Landlord to perform services such as Security, Janitorial, HVAC, etc.
• Assit with ensuring all vendor invoices are sent in for processing and paid timely, and are tracked and allocated if necessary
• Assist with budget oversight and forecasting for the facility as requested by leadership
• Forecast and plan recommendations for cost-reduction initiatives
• Assist with building emergency response and business continuity activities
• Relocate furniture and belongings of associates as needed
• Function as Fire Life Safety Program team member and assist with fire drill coordination
• Make recommendations for procedural and equipment changes and  updates
• Coordinate space planning activities including corporate relocations and changes/moves/adjustments needed to furniture
• Process, perform, and track work orders submitted by business units
• Oversight of server room and related power equipment.  High uptime requirement and on call is required 
• Perform other duties and special projects as required.  
• On call as required

Qualifications:

• A high school diploma or equivalent is required; A Bachelors degree or some college is preferred.
• Must be able to communicate effectively in written correspondence.
• Must be able to communicate effectively with team players at all levels within the organization. 
• Excellent interpersonal and relationship skills with clients, landlord, vendors and Facilities team.
• Must have knowledge in Excel, Word and PowerPoint.
• Basic math skills.
• Must be able to handle multiple priorities in a dynamic fast paced work environment.
• Must be able to adapt to a flexible work schedule when required,  i.e. during Business Continuity efforts, facilities projects, etc. 
• Ability to lift up to 50 pounds 

Training / Licensing Requirements: 

• Must pass the Company’s Background Screening process prior to beginning employment. Additionally, as a condition of employment, you may be required to pass client-specific background check requirements or Federal/State licensing requirements, if applicable.

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