Facilities / Office Coordinator - Onsite

2 months ago

Tempe, United States Shellpoint Mortgage Servicing Full time
Exceed the expectations of our residential mortgage borrowers & business partners through superior service, simple processes, and effective communications.

We deliver on this mission by empowering our employees by encouraging and recognizing superior performance and innovative solutions, by promoting teamwork and divisional cooperation.

The successful candidate will Facilitate and Coordinate all activities relative to Facilities Operations and Occupancy including:

  • Local building physical site management and service response in a variety of areas including Security, Maintenance, Breakroom Equipment/Supplies, Employee Onboarding/Offboarding and wherever building assistance is required.
  • Responsible for smooth, efficient, and cost-effective management of the following areas:
    • Ensuring safe and secure building operations including oversight of Security team greeting employees, customers, vendors, and visitors and providing badges, guidance, and/or contacting appropriate parties.
    • Communicating with property manager, business units, and employees for service requests, outages and responses, and incident management.
    • Office Supplies
    • Coffee/Breakroom Management
    • Maintain, fill and order supplies for all breakrooms throughout each day. Escalate any issues with landlord or vendors
    • Security - managing camera and card readers, timely badge activation, deactivation, reporting, etc
    • Project management for floorplan changes, moves, etc.
    • Space planning and reporting
    • Moves/adds/changes coordination with business leaders, IT, etc.
    • Vendor management including purchase order creation, payment tracking, etc.
    • Track New Hires and prior to start date provides the following:
      • Clean workstation for new hire
      • Sets out Facilities Welcome Letter
      • Provides black waste and blue recycling containers
      • Ensures cubicle name signage is in place and 2 sets of keys in workstation pedestal locks
      • Monitor and respond to employee-reported facilities issues and requests for assistance by opening tickets, notifying impacted groups, escalating as needed, and tracking tickets through resolution. Assist with ticketing/work orders at other locations.
      • Serve as point of contact to on-site vendors including breakrooms, Iron Mountain, janitorial, etc.
      • Security- ensure all security protocols are followed and maintained. Coordinate with building management on badge activations and terminations
      • Update and maintain site floorplan showing seat assignments, occupancy, group names. Provide monthly reporting on occupancy metrics.
      • Manage and issue security badges, parking passes and space assignments, ADA accommodations, sit to stand desks, etc.
      • Breakrooms- Ordering, receiving, stocking, distribution, and inventory management of supplies.
  • Assist with coordination and communication of emergency evacuation procedures and drill coordination.
  • Track Facilities related expenses. Reconcile vendor invoicing to ensure accuracy and resolve billing issues. Provide support to Accounts Payable and assist with invoice processing as needed.
  • Provide remote coverage and backup for other site locations, as needed.
  • Perform other duties as assigned.
Skills & abilities

The successful candidate needs:
  • Exceptional customer service skills and ability to build relationships with external vendors and internal customers. Extremely organized, self-motivated, and proficient. Able to work with little supervision, willing to take ownership of the job. Strong verbal and written communication skills. Ability to work positively as part of a team and collaborate with co-workers, vendors, and others as needed to perform assigned work duties. Able to identify and escalate sensitive or challenging situations, when needed.
  • Competencies: Accuracy and strong attention to detail. Experience with Outlook, Excel, PowerPoint, and Word. C-Cure experience beneficial.
Education & experience
  • Must have 1-3 years of experience in a Facilities / Corporate Services or similar role
  • Previous experience supporting/managing external vendors and internal customers.
  • Project Management experience is a huge plus
Hours & System Requirements
  • Your hours and shift may vary based on business need, but there is an expectation that a successful candidate will work in a full-time capacity which will include 8 hours daily between the hours of 7:00 am - 6:00 pm local time.
  • Accuracy and strong attention to detail compulsory plus ability to effectively and efficiently multi-task imperative and able to prioritize tasks according to the business needs.
  • Must be able to work with a sense of urgency and changing priorities
  • Must possess strong customer service orientation - ability to build relationships with external vendors and internal customers
  • Must be able to work overtime or during off-business hours, when necessary


While this description is intended to be an accurate reflection of the position's requirements, it in no way implies/states that these are the only job responsibilities. Management reserves the right to modify, add or remove duties and request other duties as necessary.

#LI-EM2

Company Perks:
•15 Paid Time Off (PTO) days and 18 after 1st anniversary
•9 Paid Holidays
•Casual Workplace
•Employee Engagement Activities

Company Benefits:
•Medical (including Health Savings Account & Flexible Savings Account)
•Dental - RX - Vision - Life, Disability Insurance - 401(k) Plan with company match - Employee Assistance Plan

•Performance-based Incentives
•Pet Insurance

•Advancement Opportunities

Newrez NOW:

•Our Corporate Social Responsibility program, Newrez NOW, empowers employees to become leaders in their communities through a robust program that includes volunteering, philanthropy, nonprofit grants, and more
•1 Volunteer Time Off (VTO) day, company-paid volunteer day where all eligible employees may participate in a volunteer event with a nonprofit of their choice
•Employee Matching Gifts Program: We will match monetary employee donations to eligible non-profit organizations, dollar-for-dollar, up to $1,000 per employee

•Newrez Grants Program: Newrez hosts a giving portal where we provide employees an abundance of resources to search for an opportunity to donate their time or monetary contributions

Equal Employment Opportunity
We're proud to be an equal opportunity employer- and celebrate our employees' differences, including race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, and Veteran status. Different makes us better.

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