Facilities Coordinator Job summary 1
Facilities Coordinator is an extremely well-organized, flexible, self-motivated individual who enjoys the opportunities of supporting our Fulfillment Center. You must have the ability to multi-task, interact well with staff at all levels while remaining positive, flexible, proactive, resourceful, and efficient with a high level of professionalism. Excellent written and verbal communication skills, ability to work independently with little to no supervision, strong decision making abilities, and attention to detail are critically important. We are looking for someone who has a friendly disposition and a can-do attitude with a passion for the outdoors.
Facilities Coordinator Duties & Responsibilities 1
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Responsible for general office organization, administrative processes, and overall front office appearance as required by location needs
Manage the ordering of office supplies, office equipment, and other supplies and services as requested by Facilities or Fulfillment leadership in accordance with company purchasing policies and budgetary restrictions
Creates and helps manage Purchase Requisitions in NetSuite system
Assists with the ongoing ordering of packaging supplies and materials for the Fulfillment team
Responsible for scheduling third party contractors associated with: maintenance of office equipment (copier/fax/printer machines), general building repair & maintenance services (i.e. pest control, first aid supplies, mat service, HVAC maintenance, electrical services, plumbing services, etc.)
Responsible for the facilities day-to-day operations such as creating and distributing building access cards for new employees, replacement cards, and badge troubleshooting
Manages janitorial vendor relationship and day porter services to ensure facilities are maintained at an appropriate level of cleanliness
Participates as needed in special department projects by providing scheduling, invoice management, and other duties to be assigned
Coordinating and setting up for special events in office
Coordinate meetings and appointments as necessary for special VIP situations
Facilitate food ordering and delivery for various exec or dept meetings and other events
Assist management and HR with communicating perks and employee engagement/recognition activities
Facilities Coordinator Requirements & Skills 1
Facilities Coordinator Job summary 2
Facilities Coordinator delivers skill and commitment and applies proficiency in time management and effectiveness in prioritizing multiple tasks that help to provide excellent service.
Facilities Coordinator Duties & Responsibilities 2
Provide Administrative and Business support to the Facilities Director.
Process vendor invoices, purchase card statements; the maintenance of all information, files, records, service requests, quotes, proposals, and other documents pertaining to site locations, vendors, service providers, and landlords, to include but not limited to Certificate of Insurance (COI), and preparation of contract documents.
Conduct and coordinate service activities directly impacting the daily functions and process flows governing the maintenance, condition and operation of the physical office space and employee experience.
Create, assemble, and upload support documents (service requests, quotes and proposals), properly code and allocate the cost, submit for approval, monitor, provide status updates when transaction is complete
Work with Finance to resolve payment issues
Ensure that Vendors and Service Providers are active in the invoice processing system.
Identify invoice issues and work with vendors to resolve.
Collect, assemble, and upload support documents (Service Requests, quotes, proposals, and receipts) to the Purchase Card and Expense Account System, edit/modify/correct, as needed, code and allocate the cost, submit for approval, monitor and provide status updates
Work closely with the Facilities Manager to schedule and coordinate planned routine periodic preventive maintenance with vendors and service providers and coordinate same for unplanned services and repairs Facilities Coordinator Requirements & Skills 2
Facilities Coordinator Job summary 3
Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with on-going facility and team related responsibilities.
Facilities Coordinator Duties & Responsibilities 3
Provide general overall facility management services, including continuous monitoring of office/facility
Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery
Follow up with clients to ensure customer satisfaction
Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action
Remain knowledgeable regarding all operational aspects of building systems
Coordinate with outside contractors for the service and repairs of equipment
Follow protocol for effective building-specific maintenance and safety procedures
Maintain on-going communication with contractors, client, and team
Assist with site inspection within the assigned building portfolio
Create work orders and assign work orders to the engineering staff, subcontractors, and vendors
Report on open and closed work orders and check the status of open work orders with the assigned party
Request, review, and submit work orders, bids, and proposals from vendors
Verify final invoice pricing and process payments in a timely manner
Assist in the monitoring and assessment of vendor performance
Train vendors on work order and billing procedures
Manage complex work orders such as environmental issues and disaster recovery
Manage service and performance of vendors and landlords for timely completion of jobs
Create and record appropriate written communication between all parties
Schedule and document maintenance and repairs on building equipment
Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates
Provide process and procedures training and direction to new associates
Facilities Coordinator Requirements & Skills 3
Facilities Coordinator Job summary 4
Under the direct supervision of the
Director of Facilities Operations and Administration, the Facilities Coordinator is responsible for various administrative functions that support the departments management team. Responsibilities of this role include but are not limited to administrative work, people management, building operations support, and fleet management.
Facilities Coordinator Duties & Responsibilities 4
Monitor work order system for incoming requests, communicate them to the appropriate manager and approve or deny requests
Assign, create and update work orders
Log when vendors are onsite for the work orders the visit is associated with and upload service tickets to be included with those work orders
Add contacts and companies to the work order system
Create scheduled work orders for preventive maintenance work
Plot equipment and locations on location floor plans
Update equipment and location lists
Update floor plans and site maps
Manage supply inventory and ordering ( i.e., building materials, uniforms, tools, equipment, custodial supplies, special purchases )
Request quotes for purchases to be submitted for approval
Monitor custodial supply levels and communicate supplies that are need of replenishment with the Senior Facilities Manager and Procurement team
Process approved purchase requests using authorized vendors, collect and submit receipts monthly for expense reports
Support with identifying contractors and requesting competitive bids for work to be done at locations
Draft and create consultant agreements for service and project contracts using templates, monitor and move agreements forward through the approval process ( i.e., Facilities Directors, Finance, Legal and Contractor )
Send, obtain signatures, and file agreements using DocuSign
Manage department contract tracking spreadsheet
Manage 92nd Street locker requests and assignments including tracking, assign and reclaim lockers to approved staff and contractors, and participate in locker audits
Facilities Coordinator Requirements & Skills 4
Facilities Coordinator Job summary 5
Facilities Coordinator provides assistance in the daily operations management and administration of a small to medium sized facility. Responsible for facility operations and asset security in compliance with university and facility policies and procedures.
Facilities Coordinator Duties & Responsibilities 5
Facilities Coordinator Requirements & Skills 5
Facilities Coordinator Job summary 6
We have a career opportunity for a
Facilities Coordinator who can provide a Memorable Experience for our Guests by providing a safe and pleasing physical environment.
Facilities Coordinator Duties & Responsibilities 6
Facilities Coordinator Requirements & Skills 6
Facilities Coordinator Job summary 7
The purpose of the
Facilities Coordinator position is to provide assistance to the facility management team to ensure the successful competition of client facility needs.
Facilities Coordinator Duties & Responsibilities 7
Facilities Coordinator Requirements & Skills 7
Facilities Coordinator Job summary 8
Facilities Coordinator role is to provide a variety of facility support functions and duties including overall maintenance of the facility by collaborating closely with the appropriate manager on the coordination and management of maintenance, repairs, and other projects, physical inspections of the facilities and premises, employee work requests, helping with occupant moves, general equipment and furniture moves, event support, security system and badging, and other day-to-day activities. This is an in-office role.
This position will interact daily with internal stakeholders, executives, administrative, external contractors concerning matters of facilities and security related requests. It will provide a variety of facilities support functions and duties.
Facilities Coordinator Duties & Responsibilities 8
Support hot desk system
Provides back-up support for the reception desk, as needed.
Assist/Support with event project coordination.
Conduct physical inspections of the facility, grounds, premises, hallways, common areas, restrooms, etc. noting anything that might need repair, maintenance, clean-up, or is a hazard and reports same to the appropriate building staff for resolution
Prioritize work orders, handle urgent requests, respond to tenant and client calls as required, and complete any and all assigned facility support, clean-up, maintenance, moving, events, set-up, and repair work
Enter purchase requests and receive invoices
Set up new facilities vendors in system
Manage badging requests and emails in a timely manner
Support HR during on boarding and off-boarding personnel
Manage Facilities HelpDesk
Assist in managing Global Real Estate and Workplace Services
Facilities Coordinator Requirements & Skills 8
Facilities Coordinator Job summary 9
Facilities Coordinator will provide outstanding service in the oversight/management of a Customer Care Center. This position is responsible for the day to day facilities and monitoring of all facility needs.
Facilities Coordinator Duties & Responsibilities 9
Facilities Coordinator Requirements & Skills 9
Facilities Coordinator Job summary 10
We are looking for a Facilities Coordinator.
Facilities Coordinator Duties & Responsibilities 10
Facilities Coordinator Requirements & Skills 10