Facility Coordinator

About the role

Provides high-level administrative support by conducting research, preparing reports, handling information requests, and performing administrative duties such as department timekeeping, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Responsibilities

• Maintain financial or other records, set up spreadsheets, verify reports for accuracy and completeness
• Handle and assist with customer issues
• Work with and assist with management of vendors and contracts
• Take inventory of equipment and supplies
• Answer questions on departmental services and functions
• Help prepare invoices or budgetary requests and manage special projects as assigned
• Serves as the point of contact for facility team members/customers and is liaison to external vendors for the department
• Ensures facility specific work permits are in place (e.g. hot work, above ceiling work, etc.)
• Completes other various duties to include: facility key control, department purchase order and assistance with invoice processing, as well as assistance with facility services document maintenance
• Document maintenance activities include assistance with maintaining and updating department policies/procedures, maintaining regulatory compliance files including regulated medical waste manifests, fire prevention, Physical Environment/Safety Committee records and meeting minutes
• Affords support and anticipates the administrative needs of the department
• Orders and tracks consumables for department
• Has dependable knowledge of all service agreements and contracts required in assigned department
• Maintains timekeeping process
• Serves as backup presenter in facility orientation
• Produces productivity and asset statistical reports upon request
• Maintains the physical environment and life safety regulatory and performance documents in accordance with industry standards
• Develops and maintains survey documents binders in support of the Director of Facility Operations
• Helps maintain compliance with regulatory requirements (e.g. DNV, Physical Environment, Life Safety, State and Local requirements)
• Demonstrates positive interpersonal relations in dealing with all contractors, subcontractors and vendors
• Ensure these individuals comply with all rules and regulations (e.g. use required PPE, use barrier protection, etc.)
• Assists with vendor credentialing system (e.g. Reptrax)
• Orients these individuals to facility specific applicable policies
• Assists department leadership with annual contractor reviews and provides input as appropriate

Qualifications

• High School Diploma or GED
• General clerical office experience