Facilities Coordinator

JOB TITLE:

Facilities Coordinator

1. Facilities Management: Oversee the day-to-day operations of the company's facilities, including office buildings, equipment, and infrastructure. Ensure that facilities are well-maintained, safe, and compliant with relevant regulations.
2. Vendor Management: Coordinate with external vendors, contractors, and service providers for facility maintenance, repairs, and renovations. Obtain quotes, negotiate contracts, and oversee the quality of work performed.
3. Space Planning and Allocation: Coordinate office space planning and allocation, including desk assignments, office layouts, and furniture arrangements. Ensure that space utilization is optimized and meets the needs of employees.
4. Maintenance and Repairs: Schedule and oversee routine maintenance tasks, such as HVAC servicing, plumbing repairs, and electrical inspections. Respond promptly to maintenance requests and address any issues that arise.
5. Health and Safety Compliance: Ensure compliance with health and safety regulations in the workplace. Conduct regular inspections and risk assessments to identify potential hazards and implement appropriate measures to mitigate risks.
6. Budget Management: Assist in developing and managing the facilities budget, including forecasting expenses, tracking costs, and identifying opportunities for cost savings. Monitor expenses and ensure that spending remains within budgetary constraints.
7. Environmental Sustainability: Implement initiatives to promote environmental sustainability and reduce the company's carbon footprint. This may include energy conservation measures, waste reduction programs, and recycling initiatives.
8. Compliance and Regulatory Requirements: Stay informed about relevant regulations and compliance standards related to facilities management, including building codes, zoning laws, and environmental regulations. Ensure that facilities meet all legal requirements and obtain necessary permits and licenses.
9. Documentation and Record-Keeping: Maintain accurate records and documentation related to facilities management activities, including maintenance logs, inspection reports, and warranty information. Ensure that documentation is organized and readily accessible as needed.
10. Tenant Relations: If the organization leases space to tenants, the Facilities Coordinator may be responsible for managing tenant relations. This includes addressing tenant inquiries, coordinating lease agreements, and resolving disputes.
11. Team Collaboration: Collaborate with other departments, such as IT, HR, and finance, to coordinate facility-related activities and support organizational goals. Communicate effectively with stakeholders to ensure alignment and cooperation.

QUALIFICATIONS

MINIMUM EXPERIENCE REQUIREMENTS

• Facilities Management Experience: Preferred candidates should have experience in coordinating and overseeing facilities management activities, including maintenance, repairs, renovations, and space planning. Experience in managing multiple facilities or large-scale projects may be advantageous.
• Vendor and Contractor Management: Experience in coordinating with external vendors, contractors, and service providers for facility maintenance, repairs, and renovations is often preferred. Candidates should have experience in obtaining quotes, negotiating contracts, and overseeing the quality of work performed.
• Health and Safety Compliance: Experience in ensuring compliance with health and safety regulations in the workplace is important. Preferred candidates should have knowledge of relevant regulations and experience in conducting inspections, identifying hazards, and implementing appropriate measures to mitigate risks.
• Documentation and Record-Keeping: Experience in maintaining accurate records and documentation related to facilities management activities is essential. Preferred candidates should have experience in organizing documentation, maintaining logs, and generating reports as needed.
• Communication Skills: Effective communication is crucial for Facilities Coordinators to interact with employees, vendors, contractors, and other stakeholders. Preferred candidates should have strong verbal and written communication skills, as well as the ability to communicate professionally and diplomatically.
• Problem-Solving Skills: Facilities Coordinators encounter various challenges and issues in the workplace that require problem-solving abilities. Preferred candidates should have experience in analyzing problems, identifying solutions, and implementing effective strategies to address them.
• Team Collaboration: Facilities Coordinators often collaborate with colleagues across different departments to coordinate facility-related activities. Preferred candidates should have experience in working effectively in a team environment and fostering positive working relationships.
• Technology Proficiency: Facilities Coordinators use a variety of technology tools and software applications to perform their duties. Preferred candidates should be proficient in using office software (e.g., word processing, spreadsheets, email) and facility management software.
• Leadership Abilities: Depending on the organization, Facilities Coordinators may be required to provide leadership and direction to staff members or contractors. Preferred candidates should have strong leadership abilities to motivate, guide, and support their team members effectively.

PREFERRED EXPERIENCE REQUIREMENTS

• Budget Management: Experience in developing and managing budgets for facilities management activities is highly valued. Preferred candidates should have experience in forecasting expenses, tracking costs, and identifying opportunities for cost savings.
• Emergency Preparedness: Experience in developing and implementing emergency response plans and procedures is beneficial. Preferred candidates should have experience in conducting drills, coordinating evacuation protocols, and managing emergency situations effectively.
• Adaptability: Facilities Coordinators work in a dynamic environment where priorities can change quickly. Preferred candidates should be adaptable and flexible, able to adjust to new challenges and effectively manage change.
• Continuous Improvement: Facilities Coordinators should have a mindset of continuous improvement, seeking opportunities to enhance facilities management practices and efficiency. Preferred candidates should have experience in identifying process improvements and implementing best practices.

MINIMUM EDUCATION

Degree Level: No Degree Requirement

Field: Facilities Management, Business Administration, Engineering, or a related field .

PREFERRED EDUCATION

Degree Level: Associates

Field: Facilities Management, Business Administration, Engineering, or a related field.

REQUIRED SKILLS

• Facilities Management: Facilities Coordinators must have a solid understanding of facilities management principles, including building operations, maintenance, and safety protocols.
• Technical Skills: Proficiency in using various tools, equipment, and systems related to facilities management, such as HVAC systems, plumbing, electrical systems, fire safety equipment, and building automation systems.
• Problem-Solving Skills: Facilities Coordinators encounter a variety of challenges and issues in their role, from equipment breakdowns to safety hazards. They need strong problem-solving skills to diagnose problems, identify root causes, and implement effective solutions.
• Organization and Planning: Facilities Coordinators are responsible for coordinating multiple tasks and projects simultaneously. They must be highly organized and adept at prioritizing tasks, managing schedules, and meeting deadlines.
• Communication Skills: Effective communication is essential for Facilities Coordinators to interact with employees, contractors, vendors, and other stakeholders. They must be able to communicate clearly and professionally, both verbally and in writing.
• Attention to Detail: Facilities Coordinators must pay close attention to detail to ensure that facilities are well-maintained and compliant with safety regulations. They must be meticulous in their work and able to spot potential issues or discrepancies.
• Teamwork and Collaboration: Facilities Coordinators frequently collaborate with colleagues in other departments, such as maintenance, security, and finance. They must be able to work effectively in a team environment, communicate with others, and contribute to shared goals.
• Project Management: Facilities Coordinators may be responsible for overseeing facility-related projects, such as renovations, upgrades, or installations. They must have basic project management skills to plan, execute, and monitor projects effectively.
• Regulatory Compliance: Facilities Coordinators must ensure that facilities comply with relevant regulations, codes, and standards related to health, safety, and environmental protection. They must stay informed about regulatory requirements and ensure that facilities meet or exceed compliance standards.
• Budget Management: Facilities Coordinators may be involved in budget planning and management for facility-related expenses. They must have basic financial management skills to develop budgets, track expenditures, and identify opportunities for cost savings.
• Health and Safety Awareness: Facilities Coordinators must prioritize the health and safety of building occupants. They should be knowledgeable about safety regulations and best practices, and able to identify and mitigate potential hazards.

PREMIUM SKILLS

• Adaptability and Flexibility: Facilities Coordinators work in a dynamic environment where priorities can change quickly. They must be adaptable and flexible, able to respond to changing circumstances and handle unexpected challenges effectively.
• Technical Aptitude: Facilities Coordinators should have a basic understanding of technical concepts related to facilities management, such as mechanical systems, building codes, and construction practices.
• Continuous Improvement: Facilities Coordinators should have a mindset of continuous improvement, seeking opportunities to enhance facilities management practices, streamline processes, and improve efficiency.