Facility Management Property Coordinator

3 weeks ago

Saint Paul, Minnesota, United States McGough Full time

McGough is a respected partner that brings six generations of experience to high profile, unique and complex construction projects. We take great pride in our people and their extraordinary expertise in planning, development, construction and facility management. McGough employee tenure reflects the commitment and pride we share in our work. Ask anyone who knows us - the caliber of our people sets us apart.

MCGOUGH FACILITY MANAGEMENT PROPERTY COORDINATOR

The position is responsible for supporting the McGough Facility Management (MFM) team and the properties they manage. The position will provide valuable support to our management, maintenance and accounting staff, contributing to operation of daily activities. The Administrative Assistant will undertake various administrative tasks, ensuring efficient office operations and excellent customer service. This position offers an opportunity for a motivated individual to contribute to the success of our team and organization in a dynamic office environment.

Qualifications:

Required:

  • High School Diploma or General Education Degree (GED).
  • Valid Driver's License.
  • Proven experience as an administrative assistant or similar role
  • Proficiency in Outlook and MS Office, including the ability to create and utilize complex Excel spreadsheets.
  • Excellent communication skills, both verbal and written.
  • Strong organizational and time management abilities, with keen attention to detail.
  • Ability to work independently and prioritize tasks effectively.
  • Flexibility to adapt to changing priorities and deadlines.
  • Positive attitude and willingness to contribute to a collaborative team environment.
  • Capacity to take direction from multiple managers.
  • Eagerness for continuous job growth.

Office and Travel:

Occasional travel between managed properties is necessary.

Responsibilities and Tasks:

  • Provide comprehensive support to the McGough Facility Management team across all operational aspects.
  • Offer administrative assistance to Facility/ Property Managers, field service staff, Accounting Staff, and the Business Operations Manager.
  • Maintain regular communication with Facility/ Property Managers and field service staff.
  • Serve as a point of contact for communication between MFM staff, clients, tenants, vendors, and visitors.
  • Provides backup for facility management calls and covers for business operations manager absences.
  • Assists business operations manager and lead engineer with the work order system, including assigning work, organizing building setups, maintaining documentation for building and equipment logs, and reviewing work for accurate billing.
  • Uphold confidentiality and discretion in handling sensitive information and communications.
  • Assist in the coordination of MFM events, such as meetings, and team-building activities.
  • Maintain office electronic filing systems, ensuring accuracy and accessibility of documents for client building and equipment logs, proposals, client details, preferred vendor listings, and all other departmental documentation.
  • Facilitate vendor management by setting up vendor accounts and ensuring the currency of W-9 and Certificate of Insurance documentation.
  • Fleet management tracking of mileage, repairs, and preventative maintenance.
  • Tracks Manager and Engineer Licenses and manages their renewals.
  • Assist in procuring materials for various facility projects, both ad-hoc and ongoing.
  • Manage client-related tasks such as tracking Certificates of Insurance and Management Contract expirations, updating, and researching as required.
  • Perform general clerical duties, including photocopying, scanning, and mailing/shipping documents.
  • Assists with corporate office supplies and materials.
  • Coordinates and communicates with janitorial services providers at headquarters.
  • Perform additional tasks and projects as assigned by management.

Communication, Analytical Skills, and Financial Knowledge:

  • Capable of comprehending and interpreting instructions, short correspondence, and memos, and asking clarifying questions to ensure comprehension.
  • Proficient in writing routine correspondence.
  • Skilled in responding to common inquiries or complaints from clients, coworkers, and supervisors.
  • Able to effectively present information to both internal and external audiences.
  • Competent in understanding and executing general instructions and resolving problems in standard situations, utilizing basic analytical skills.
  • Capable of calculating simple figures such as percentages.
  • Possesses basic knowledge of financial terms and principles.

Physical Requirements:

The physical requirements listed here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position involves sitting for extended periods of time at employee's work station and during meetings as well as while traveling, either by plane or car. Employee needs to be able to lift up to 20 pounds as frequently as needed to move objects; dexterity to write and manipulate computer keyboard and mouse; ability to hear and speak clearly; and ability to distinguish between colors on graphs and charts.

Occasionally, employee will be required to visit construction jobsites which may expose the employee to dirt, dust, uneven surfaces, outdoor weather conditions and extreme temperatures.

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