Facility Coordinator

3 weeks ago

Newark, United States NEWMARK Full time
Job Description

FC Job Description:
Responsible for the day-to-day administration and implementation of policies, procedures and programs that will assure a well-managed and well-maintained site. This includes but is not limited to, placing maximum emphasis on positive response to the concerns and needs of the tenants, and on increasing the value of the site being managed, in coordination and conjunction with the Client's goals and objectives. The Facility Coordinator (FC) will be supporting the Managing Director (MD) to ensure needs of the site are met and in compliance. Under general supervision, complete various facilities administration duties. Duties include, but are not limited to, administrative support, conference room and meeting coordination, work-order processing and internal move and project management.

Essential Job Duties:
  • Supports the Managing Director and AFM (Assistant Facility Manager) in the day-to-day operational management of all aspects of the portfolio to assure maintenance of approved quality standards.
  • Perform the timely and accurate reconciliation of payables and receivables between the customers, 3rd party vendors. Ensure prompt resolution of all reconciling items.
  • Assist and support the Managing Director on the day-to-day financial management of the portfolio and maintenance of financial records and files, as needed. Assist with preparation of the budget, financial reviews and monthly management reports.
  • Monitor invoicing for all services performed for the customer including Facility Management, Project Management, Lease Administration, Technology Services, and Shared Services.
  • Oversee various business partner receivables and payables, including validation of transactional activity, reconciliation, and settlements.
  • Support and coordinate procurement of and expense/invoice processing (including creation of related Purchase Orders) of various project (i.e. Tenant Improvement) related items specific to Client capital projects.
  • Create purchase orders and process invoices in accounting/financial management system(s). Receive, review and code supplier invoices including site-specific electric meter readings.
  • Coordinate meeting requests and on-site events.
  • Maintain all work order chargebacks, including a daily work log that tracks hours and expenses for monthly chargebacks.
  • Responsible for all work order chargebacks, maintaining daily work log that tracks hours and expenses for monthly chargeback.
  • May review leases to ensure compliance with lease provisions.
  • Order approved materials and rental equipment or services as needed and charge back appropriate cost centers. Manage supply budget.
  • Support the Managing Director to assure full compliance with standards established within the service agreement.
  • Participates in the selection of contract services, vendor negotiation of service agreements. Oversees day-to-day vendor performance to assure full compliance with standards established within the service agreement.
  • Actively participate in the development and management of the account.

Responsibilities

Skills, Education and Experience:
  • Bachelor's degree or equivalent experience
  • Minimum 2 years related work experience
  • Ability to work well with a variety of different individuals both inside and outside of the company
  • Ability to handle multiple complex tasks with minimal supervision while also adhering to the policies and procedures and Owner objectives
  • Strong computer, writing and communication skills
  • Proven analytical abilities
  • May perform other duties as assigned
  • Must be dedicated to the highest quality and customer satisfaction

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