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 Ability to work a flexible schedule as needed, including but not limited to overnight travel, on-call after hours, and weekends 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 ongoing 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 the service and performance of vendors and landlords for the 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 the client, including moving furniture for event setups Ability to safely use ladders occasionally 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 productReception phone coverage as neededKey Competencies:1. 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 Bachelor's degree in facilities management, building, business, or other related field preferredImportant Experience: A minimum of 2 years 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 Safe use of ladders to checkWork Environment:This 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 Demands:The 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.Occasionally Physical Activity:Balancing: demonstrates the ability to maintain body equilibrium to prevent falling and walking, standing or crouching on narrow, slippery, or erratically moving surfaces.Climbing: demonstrates the ability to ascend or descend using feet and legs and/or hands and armsCrawling: demonstrates the ability to move about on hands and knees or hands and feet.Crouching: demonstrates the ability to bend the body downward and forward by bending leg and spine.Feeling: demonstrates the ability to perceive attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.Fingering: demonstrates the ability to pick, pinch, type, or otherwise work primarily with fingers rather than the whole hand.Grasping: demonstrates the ability to apply pressure to an object within the fingers and palm.Hearing: demonstrates the ability to receive detailed information through oral communication.Kneeling: demonstrates the ability to bend legs at knee to come to a rest on knee or knees.Lifting: demonstrates the ability to raise objects from a lower to a higher position or move objects horizontally from position-to-position.Pulling: demonstrates the ability to use upper extremities to exert force to draw, haul, or tug objects in a sustained motion.