Facilities Coordinator

The Facilities Coordinator position is responsible for systems administration of a maintenance management system, managing a variety of vendors and services, ensuring our day to day facility operations run smoothly, and leading small to medium facilities improvements and refresh projects. Primary duties will include working with the Facility Management team to handle routine facility related operations, including creating, managing, and verifying work orders, managing and clearing work order flags, and proficient management / coordination of and with maintenance technicians and 3rd party providers. You’re a self-starter, a cool-under-pressure problem-solver and never hesitate to roll up your sleeves to get the job done. Beyond the tactical facilities components of this job, you also have a special eye for detail and a knack for creative problem solving. You take pride in making our space both beautiful and functional, and know how important even the tiniest details are to making a space great. Facilities: Oversee daily work order review; follow up on work orders to ensure successful service delivery and customer experience Respond to any reactive maintenance and repair requirements in a timely manner. Schedule and manage vendor performance of all Preventative and Recurring Maintenance activities for assigned properties Manage various other vendors as necessary. Crosstrain in all avenues of Office Experience teamwork (including Logistics and Purchasing, Events and Programs, etc.) Maintain liaison with facilities technicians and other management regarding work execution, necessity of altering schedules and manpower status Manage and maintain facility management tasks as assigned Execute and document preventative maintenance processes in your office Assist with small facilities refurbishment and improvement projects locally and partner with your office managers to execute and communicate about the work Confidently prioritize projects and maintenance issues to ensure work gets resourced and completed in a timely and successful manner Maintain a detailed database of Client’s operations, equipment, furniture, rules and regulations and work order processes Manage and process all facilities related invoices ensuring they are paid in a timely manner Document & track all facilities expenditures within your assigned offices Assist with quarterly facilities budgets Manage facilities work order tools such as CMMS General: Develop ongoing relationships with building management, building engineers and service providers (ranging from General Contractors to Furniture vendors to Pest Control) Assist in meeting or exceeding Site KPIs Be prepared to cover responsibilities during team vacations and as attendance increases for team or company events. Occasionally be on-call for weekend/evening/morning facilities projects and emergencies Develop and leverage positive working relationships with cross-functional teams. Be responsible for answering, monitoring, and closing office work orders and tickets in a timely manner. Communication and Relationship Coordination: Cultivate and maintain a positive working relationship with client representatives and service providers at each assigned property. Provide accurate and prompt assistance to all customer inquiries and requests with a commitment to maintain a spirit of hospitality Act as an interface with the client / sites remotely Ensure appropriate and prompt follow up with customers, technicians, and vendors Interface with Vendors including providing direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption. Provide Vendor Coaching on Corrigo Systems Administrator Duties Responsible for supporting the account team, overseeing proper system use and configuration to meet internal and client objectives Manage the JLL Corrigo work order process, systems and associated data continuity, as it specifically relates to central and facility management/reporting and maximizing Corrigo capability Manage operations to mitigate operational risk Support the development and production of monthly, quarterly, annual, and ad-hoc account reporting. Reports include work order activity, scheduled maintenance, service level compliance, labor reporting, project reporting, incident reporting and training Required Qualifications High school diploma or GED 2–3 years of experience in facilities operations or a related field Proven project management, prioritization, and organizational skills with the ability to multitask and work independently under time constraints Strong vendor management, customer service, and interpersonal communication skills Ability to maintain professionalism in high-pressure situations Experience creating or customizing administrative reports Experience using facilities ticketing tools Strong attention to detail and independent decision-making skills Proactive, solution-oriented mindset with the ability to solve problems creatively and efficiently Preferred Qualifications General computer skills, including Google Workspace and Excel Work Schedule: Location: Onsite at Richmond, VA Work Shift: First Shift #J-18808-Ljbffr