Coordinator and Administrator, Facilities

4 months ago

Menlo Park, United States Menlo Park Presbyterian Church Full time
Job DescriptionJob Description

Position Title, Department, Location: Facility Coordinator/Administrator, Facilities, Central

Supervisor: Director of Facilities, Central

Direct Reports: N/A

Classification: Regular / Part-time 25 hours per week / Non-Exempt

POSITION SUMMARY

The Facility Coordinator/Administrator will frequently be the point of contact for clients, landlords and vendors to resolve facility-related issues. They will handle inquiries and complaints from various parties, and assess problems to ensure quality issue resolution. The Facility Coordinator/Administrator will need to be task-focused yet relational in order to get everything done while representing Menlo Church in person, over the phone, and via email.


ESSENTIAL FUNCTIONS


  1. Provide general overall facility management services, including continuous monitoring of office/facility

  2. Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery

  3. Follow up with clients to ensure customer satisfaction

  4. Assist Director of Facilities with responding to all facility inquiries and complaints, assess problems and take the necessary corrective action

  5. Remain knowledgeable regarding all operational aspects of building systems

  6. Coordinate with outside contractors for the service and repairs of equipment

  7. Follow protocol for effective building-specific maintenance and safety procedures

  8. Maintain on-going communication with contractors, client, and team

  9. Assist with site inspection within the assigned building portfolio

  10. Create work orders and assign work orders to the engineering staff, subcontractors, and vendors

  11. Report on open and closed work orders and check the status of open work orders with the assigned party

  12. Request, review, and submit work orders, bids, and proposals from vendors

  13. Verify final invoice pricing and process payments in a timely manner

  14. Assist in the monitoring and assessment of vendor performance

  15. Assist with training team on work orders and billing procedures and EHS

  16. Manage service and performance of vendors and landlords for timely completion of jobs

  17. Create and record appropriate written communication between all parties

  18. Schedule and document maintenance and repairs on building equipment

  19. Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates

  20. Coordinate special events in support of client

  21. Assist with measuring and reporting key performance indicators against service level agreements (KPIs)

  22. 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 product

PLEASE NOTE: To perform this job successfully, an individual must be able to perform each of the essential duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


QUALIFICATIONS


Required Education and Experience

  • BA/BS

  • 3-5 years of relevant experience

  • Maintain a valid California driver’s license

Knowledge and Skills

  • Communication Proficiency (oral and written)

  • Customer Focus

  • Initiative

  • Sense of Urgency

  • Multi-Tasking

  • Detail Oriented

  • Financial Knowledge

  • Time Management Skills

  • Team Orientation

Menlo Church Spiritual Requirements

  • Must have an intimate, personal relationship with Jesus Christ

  • Must be a committed disciple of Christ and committed to serving God and the body of Christ at Menlo Church in attendance, labs, and life groups.

  • Must have compatible theology in alignment with ECO essential tenets

  • Must be pursuing or active in a community of believers who can speak truth into your life

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