Facilities Coordinator

Facilities CoordinatorThe 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.Essential Functions and Responsibilities• 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• Coordinate special events in support of client• Assist with measuring and reporting key performance indicators against service level agreements• Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work productKey Competencies1. Communication Proficiency (oral and written)2. Customer Focus3. Initiative4. Sense of Urgency5. Multi-Tasking6. Detail Oriented7. Financial Knowledge8. Time Management Skills9. Team OrientationImportant Education• High school diploma or a General Equivalency Diploma (GED) required• Associates or Bachelors degree in facilities management, building, business or other related field preferredImportant Experience• A minimum of 1 year of work experience in an administrative, accounting or tenant services capacity• Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications• Previous customer service experience• Prior experience working in the facilities/property management, commercial real estate or professional services industries preferredAdditional Eligibility Qualifications• Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes• Proficient in understanding management agreements and contract language• Working knowledge of computer software programs and base building systems• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)• Demonstrated ability to exercise good judgment• Excellent interpersonal skills• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekendsWork EnvironmentThis job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for up to 90% of the time; and extend hands and arms in any direction.Other DutiesThis job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.