Facilities Coordinator
3 weeks ago
Overview:
**Essential Functions and Responsibilities**:
- Provide administrative support which includes but not limited to phone support, distribution of correspondence, expense reporting, scheduling, meeting coordination, filing, and copying, meeting minutes, etc.
- Manages team calendar for workshop technicians
- Responsible for being the first touch point on all maintenance tickets with constant updates on progress and maintaining effective communication with tenants.
- Maintaining SLAs for response and completion time
- Assist with managing workflow of maintenance request via Angus
- Maintain file organization, including service reports, PO’s, and Proposals in an orderly and logical manner
- Prepare and coordinate vendor bid proposals and service contracts
- Assist with Certificate of Insurance requests for all new vendors
- Assisting in documentation process (vendor master list, water intrusion reports, recommendations)
- Review maintenance staff hours, expense reports and mileage are filled out/accurate with ticket numbers added
- Assist in processing tenant bill backs for tenant responsibility items
- Distribute weekly “open work orders” report to property management team
- Assist with aspects of annual budget preparation including researching costs and obtaining bids as directed
- Responsible for regular inspections of properties with vendors as directed by manager
- Participate in performance oversight of all vendor service contracts
- Assisting build out comprehensive playbooks for each property
- Ensure asset registers of all equipment on site is built out in order to track useful life, maintenance costs, warranty info, service history, etc.
- Assist in inventory tracking, procurement process
- Assist with all written reports after larger maintenance activity
- Ownership of sending tenant memos (i.e. recurring HVAC, fire life safety, roof work, etc.) and non-recurring
- Assist with building out BMMS MaintainX
**Key Competencies**:
1) High end Customer Service Focus
2) Organizational Skills
3) Time Management skills
4) Communication Proficiency (oral and written)
5) Ability to take initiative and multi-task in a fast-paced environment
6) Microsoft Office proficiency, comfortable working with new software
7) Proactive and positive attitude
8) Process Oriented
9) Excels in individual and team settings
Pay: $65,000.00 - $75,000.00 per year
**Benefits**:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience level:
- 2 years
Schedule:
- 8 hour shift
- Monday to Friday
Work setting:
- In-person
- Office
Work Location: In person
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