Facilities Coordinator

About the role

Ensure a professional image is maintained, quality service is continually enhanced, and branch needs are met. High-energy, detail-oriented individual to perform administrative duties and support for the Facilities Team.

Schedule

Full Time; this is a hybrid schedule with 3 days weekly in office expectation, based on business need.

Responsibilities

• Execute administrative duties for the Facilities Team, managing corporate, branch locations, and service centers as needed.
• Maintain a professional image and enhance quality service.
• Coordinate with the Real Estate and Construction Team for tenant issues and vendor relations.
• Manage Facilities Hotline for operations, including service ticket requests, collaboration with facilities tech, and corporate/building assistance.
• Afford support for special events like punch list walkthroughs, soft openings, and ribbon cuttings.
• Afford support for scheduling and coordination of meetings, room reservations, and travel arrangements.
• Support the Facilities Team with special assignments and other functions as assigned.
• Support contract, business license, and vendor processes.
• Support inspection schedules for backflow, fire sprinklers, fire alarms, extinguishers, hydrants, and pest control.
• Support invoice processing and obtain necessary approvals, audits, and scan invoices to Concur for processing.
• Manage multiple logs and reports, ensuring all directories are maintained.
• Order appliances for break rooms in new locations.
• Maintain, monitor, direct, and update MAPs shared drive, Service Now Ticket System, new branch folders, and spreadsheets/KPI data.
• Cross-train to support other teams as necessary (e.g., Mail Room, Receptionist functions, Administrative Assistant, etc.).

Qualifications

• Two years of experience working in administrative, facilities, and vendor management is preferred.
• A High School Diploma or G.E.D. is required, along with any additional education, including a degree or completion of a specialized course of study.
• A valid driver's license is required.
• International Facility Management Association (IFMA) membership is preferred but mandatory to achieve within one year.
• Industry-related certificates are desired but not mandatory, such as PMP (Property Management Professional), PMP (Project Management Professional), CFM (Certificate of Facility Management), Notary Certification.
• No managerial responsibility is required.
• Intermediate skills with Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel are required.
• Demonstrated ability to clearly communicate verbally and in writing, and read and follow instructions.
• The ability to delegate and follow up with staff and supervisors daily, weekly, monthly, or as needed.
• The ability to operate independently with minimal supervision, make decisions, problem-solve, prioritize, respond to tasks or issues in a timely manner, and communicate situations to supervisors.
• The ability to work productively and efficiently in a fast-paced environment with multiple projects and timelines.
• The ability to be adaptive to change, responding positively to altered circumstances or conditions.
• The desire and willingness to learn and continually update knowledge base on financial concepts, strategies, systems, etc.
• The ability to oversee and resolve issues and concerns as they arise, communicating needs to appropriate individuals (Corporate Facilities Maintenance Team, Real Estate Team, etc.).
• Physical demands include ability to sit, talk, and hear consistently, stand, walk, and use hands to handle or reach occasionally, lift up to 25 pounds occasionally, and lift up to 50 pounds occasionally.
• Environmental factors include moderate noise (business office with computers and printers, light traffic).

Skills

• Intermediate skills with Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.
• Demonstrated ability to clearly communicate verbally and in writing.
• Demonstrated ability to read and follow instructions.
• The ability to delegate and follow up with staff and supervisors daily, weekly, monthly, or as needed.
• The ability to operate independently with minimal supervision, make decisions, problem-solve, prioritize, respond to tasks or issues in a timely manner, and communicate situations to supervisors.
• The ability to work productively and efficiently in a fast-paced environment with multiple projects and timelines.
• The ability to be adaptive to change, responding positively to altered circumstances or conditions.
• The desire and willingness to learn and continually update knowledge base on financial concepts, strategies, systems, etc.
• The ability to oversee and resolve issues and concerns as they arise, communicating needs to appropriate individuals (Corporate Facilities Maintenance Team, Real Estate Team, etc.).

Benefits

N/A

Pay

N/A

Schedule

N/A