Office and Facilities Coordinator

Overview

Auto Data Direct (ADD), a division of Reynolds and Reynolds, seeks an Office and Facilities Coordinator to oversee main and additional facilities, fleet vehicles, and manage various administrative tasks.

Responsibilities

• Oversee main facility, additional facility, and fleet vehicles
• Serve as liaison with corporate on all facility-related matters
• Coordinate building maintenance, repairs, and contractors
• Manage safety infrastructure and conduct annual inspections
• Oversee routine maintenance (generator, pest control, HVAC)
• Act as primary contact for cleaning staff
• Ensure proper function of electrical, mechanical, and plumbing systems
• Manage fleet vehicle issues, maintenance, and checkout requests
• Manage vendors, including NAD requests and W-9 compliance
• Coordinating associate events and internal meetings
• Process invoices, check requests, and vendor payments
• Perform credit card reconciliations
• Administer associate drug testing
• Support onboarding and offboarding processes
• Order and maintain office supplies, snacks, and beverages
• Maintain conference room readiness
• Order and manage inventory of temp tags and related materials

Requirements

• High school diploma or equivalent
• College degree preferred
• Minimum of 5 years of experience in Facilities Management preferred
• Minimum of 3 years experience in Event Planning and General Bookkeeping preferred
• Exceptional written and verbal communication skills
• Exceptional attention to detail and troubleshooting skills
• Exceptional computer skills including Microsoft Suite and Adobe and navigating the web
• Ability to manage a facility (vendors, inspections, grounds, equipment, etc...)
• Self-starter who will ensure tasks are completed and done in a timely manner
• Valid driver's license, with fewer than 2 moving violations in the last three years and no OVI/DUI/DWI violations in the last five years

Benefits

We offer a comprehensive benefits package including:

• Medical, dental, vision, life insurance, and a health savings account
• 401(k) with up to 6% matching
• Professional development and training
• Promotion from within
• A hybrid work schedule based on position eligibility
• Paid vacation and sick days
• Eight paid holidays
• Referral bonuses

Reynolds and Reynolds promotes a healthy lifestyle by providing a non-smoking environment. Reynolds and Reynolds is an equal opportunity employer.