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Administrative Facilities Coordinator

4 months ago

Springfield, United States CRRC MA Full time

We are looking for a responsible Administrative Facilities Coordinator to perform a variety of administrative, facilities and clerical tasks. The Administrative Facilities Coordinator is often the first point of contact between the Facilities Management Group and other employees or visitors when they have a facility request or a problem to be solved.

**Essential Duties and Responsibilities**:

- Monitor incoming requests, pass high level requests to appropriate parties, process others directly. Provide timely professional responses, submit work orders as they relate to the requests, and follow-up to ensure the work has been completed as outlined.
- Perform general administrative duties including writing and editing correspondence, answering phones, contact and contract data maintenance, filing and processing various reports.
- Provide janitorial duties (trash pickup, snow removal, landscaping) as necessary. Check 3rdparty janitorial staff’s work.
- Maintain equipment warranty and related documents and coordinate maintenance service of parts and equipment timely.
- Schedule and coordinate internal office moves, working closely with vendors and internal staff.
- Manage service contractors for the facility, including scheduling equipment maintenance, minor renovations, and handyperson projects.
- Coordinate and maintain facility related contracts and contact lists such as: Maintenance, Custodial, Landscaping etc.
- Coordinates replenishment of service parts inventory.
- Work with Procurement to create Facility Department purchase orders for parts and equipment and review invoices. Monitor status of purchase orders and follows-up with orders and process payment requisition. Research and purchase office and plant supplies as necessary.
- Process work orders, inventory stock levels, invoices, and other office-related functions
- Assist with wellness/life/safety functions by scheduling required events such as fire drills, floor wardens, CPR/AED training.
- Work with and assist with the management of the security company.
- Assist with vendor onboarding and support.
- Assist with all in-facility functions, such as space and seat planning, sustainability efforts, shipping/receiving and mail services, special events and catering, pick up or drop off visitors at airport as necessary.
- Perform AUC certificate work.
- Perform facility assets accounting and management work.
- During snow events, adjust work schedule to assist facility staff to perform shoveling, salting & sanding.
- Perform other duties as assigned

**Education and/or Work Experience Requirements**:

- 1+ years of office
- 1+ years landscaping or facilities maintenance
- AA/AS required; BA/BS highly preferred.
- Attention to detail and highly organized.
- Work style that fosters collaboration.
- Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
- Excellent computer proficiency (MS Office - Word, Excel, PowerPoint and Outlook.)
- Ability to work independently and carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

**Physical Requirements**:

- Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state, or local standards, including meeting qualitative and/or quantitative productivity standards.
- Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state, or local standards.

Pay: From $25.00 per hour

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance

Experience level:

- 1 year

Schedule:

- Monday to Friday

Work setting:

- In-person
- Office
- Outdoor work
- Warehouse

**Education**:

- Associate (required)

**Experience**:

- Maintenance: 1 year (preferred)

Ability to Relocate:

- Springfield, MA 01104: Relocate before starting work (required)

Work Location: In person