Facilities Coordinator

About the role

In this role, you will be a contributing member of the facilities department, serving more than 500 locations across more than half of the states nationwide with varying occupancies and lease types. You will support a designated group of locations by interacting with branch team members to evaluate the nature and cause of the service requests, prioritizing work, determining the best means for repairs, and ensuring that customer service expectations are met. You will also receive, validate and schedule all incoming maintenance requests that impact branch operations with the goal of providing a comfortable working environment for their assigned division.

Responsibilities

• Conduct and coordinate service activities directly impacting the daily functions and process flows governing the maintenance, condition and operation of the physical office spaces and employee experience.
• Manage service and performance of vendors and landlords for timely completion of jobs.
• Maintain branch utility account details (account names, mailing addresses, service updates, service termination, etc.) and open new accounts (bottled water, dumpster services, etc.) as required.
• Maintain branch addresses and manage authorized users for vendor accounts (FedEx, Strategic Factory, Staples, WB Mason, Navan, etc.).
• Process and verify vendor invoices, purchase card statements; maintain all information, files, records, service requests, quotes, proposals, and other documents pertaining to site locations, vendors, service providers, and landlords.
• Act as liaison between employees and any outside contractors needed to resolve specialized problems.
• Respond to customer needs promptly while adhering to company facilities policies, procedures and goals.
• Manage timely follow-up communications with customers.
• Assist the Facilities Manager with complex work orders such as environmental issues and disaster recovery.
• Ensure safety standards are followed at all locations.
• Apply, or assist with application, for required environmental permits.
• Provide on-call support (in a rotation schedule) to answer the emergency line after hours and weekends.
• May perform additional functions depending on market demand and staffing in order to provide consistent quality customer service.

Required qualifications

• High school diploma or equivalent.
• A minimum of one (1) year experience in facility coordination, project management, or property management. College coursework may substitute for years of experience.
• Must be able to work and interact with employees at all levels with diplomacy, a sense of priority and an even temperament.
• Must be able to provide emergency coverage in an on-call rotation as scheduled.
• Ability to provide excellent communication and customer service skills to internal and external customers or vendors.
• Excellent attention to detail and organizational skills.
• Proficient in Microsoft Office Suite or related software necessary to create and maintain reports and logs.

Preferred qualifications

• Business, engineering, or project management coursework.
• Proficiency in Facilities Management (FM) Software.
• Knowledge of maintenance planning and schedules.
• Understanding of property management principals desired.
• Experience in an office setting.

Pay

USD $22.11 - USD $26.55 /Hr.

Schedule

Monday through Friday. To the extent permitted by law, the Company may, in its sole discretion, change the work schedule to address business needs. Work hours will depend on the business hours of the time zone serviced.

Physical demands

• While performing the duties of this job, the employee is frequently required to sit for extended periods; reach with hands and arms; and talk or hear.
• The employee is occasionally required to move about.
• The employee must occasionally lift and/or move up to twenty (20) pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.