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Facilities Workplace Administrative Coordinator
4 months ago
Facilities Workplace Administrative Coordinator
San Diego, CA 92130 (*Onsite. Local candidates only)
$35-43hr (Weekly pay + Benefits)
10 month contract (Excellent potential for extension & permanent)
Full-time: M-F 8am-5pm PST
Our client recognizes that their exceptional employees are vital to their success. Their work is rewarding both professionally and personally because they are making a difference. The team is seeking talented individuals who will thrive in their collaborative, diverse, fast-paced environment and share in their mission to identify, develop and deliver life-changing therapies to people living with rare disease. They are pursuing of becoming a leading biopharmaceutical company dedicated to the delivery of innovation and hope to patients in the global rare disease community.Be a part of a global team that is inspired to make a difference in the lives of people living with rare disease
Position Summary:
The Facilities Workplace Administrative Coordinator will provide overall day to day facilities support for building operations, service, maintenance & repair, and team member requests while working with minimal supervision, exercising independent judgement, and maintaining confidentiality. This position understands the requirements for flexibility and accommodates shifting priorities. The successful temporary Facilities Coordinator will be responsible for a wide variety of activities including vendor management, supply ordering & inventory, meeting/event coordination, overseeing reception activities and processes, visitor, and security badge distribution and collection.
Core Responsibilities:
- Manages the ongoing appearance of reception lobby and building spaces ensuring a clean, safe, and functional environment for visitors and team members.
- Lead on front desk coverage, documentation, processes, and protocols.
- Ensures training and compliance of FDA procedures for self and all team members covering front desk.
- Responsible for the monitoring and distribution of company phone calls.
- Respond quickly and efficiently while providing a high level of customer service and support to team members.
- Communicates frequently with team members, property management, and vendors to resolve facilities related issues and provide timely status updates.
- Coordinate with facilities team, landlord and outside vendors on facilities projects, services, maintenance, and repairs.
- Lead for receiving, sorting, scanning, and distribution of incoming/outgoing mail, Fed-Ex, and business packages, etc. Assists facilities and IT teams with toner and battery recycling.
- Lead for ordering, stocking, and organization of products, supplies, and inventory management within break areas, kitchens, workrooms, and storage areas on site.
- An administrator of the companys visitor management system including check-in/out processes, reporting, security badging, space reservations and delivery module
- Collects and processes Kilroy gym waivers.
- Creates and updates refrigerator clean out notifications.
- Work with janitorial company to ensure effective monthly cleaning.
- Place service calls to the appropriate vendor for building and office equipment repair and maintenance.
- Creates, submits, and follows up on work orders notifying Kilroy property management team of building issues, repairs, janitorial requests, company closures/holidays, amenities, and security requests and information.
- Issues companywide communications on behalf of the Facilities team and building landlord.
- Prepares and submits expense reports on behalf of the Facilities team.
- Coordinates and assists with logistics with meeting and event hosts and organizers as needed.
- Create presentations and spreadsheets, maintain databases, and prepare materials and documentation for meetings/events, building/space, and facilities related activities.
- Manages the operation and maintenance of the company postage machine including postage, functionality, billing, and supplies.
- Manages the operation and maintenance of the company document storage account including team member access, sending/receiving of contents, supplies, and billing. Educate and train team members on the self-serve process via online portal.
- Organizes and maintains facilities management records and documentation
- Provides administrative support and participates as an active member of the emergency, health & safety, and security teams.
What we value:
- High school Diploma or equivalent
- Must have 2+ years of work experience in Facilities management, Workplace Coordinator, Administrative Assistant, Office Manager, Project management role or similar office support role
- Requires experience supporting for a global or larger company
- Must be comfortable sitting at the receptionist desk/front office and greeting guests
- Ability to answer phone calls as needed at the front desk
- Team player: Able to go the extra mile and assist other depts as needed
- Experience supporting and managing office projects; consolidate office space, manage company meetings (logistics, hotel, vendors communication etc)
- Experience in a customer/client facing role; engaging and able to communicate effectively to a group.
- Excellent ability to always maintain professionalism under stressful situations
- Experience with vendor management, supply ordering & inventory.
- Experience working with outside vendors and building owners/landlords and janitorial company to ensure office runs smoothly
- Experience with general office support; distribution of incoming/outgoing mail, Fed-Ex, Ordering, stocking, and organization of products and supplies.
- Experience to process visitors, including check-in/out processes, reporting, security badging, space reservations and delivery module
- Experience to create, submit, and follow up on work orders on building issues, repairs, janitorial requests, company closures/holidays, and security requests.
- Ability to handle multiple tasks simultaneously, however able to professionally redirect to avoid taking on everything.
- Must have proficiency in Microsoft Excel and Power Point; ability to create Power point presentations as needed
- Bonus: Industry background in the life science/biotech/pharmaceutical industry.
- Bonus: Certification in Facilities Management or Project Management
- Knowledge of Facilities Management best practices (IFMA and BOMA) or similar
- Ability to read instructional documents and follow directions (Example: Building maps, schematics, and drawings or similar documents )
- Able to lift 50lbs; assistance with heavier items.
- Strong interpersonal and organizational skills, excellent verbal and written communication skills and professional phone etiquette are required.
- Ability to respond to emergency situations on occasion during the weekends or extend work hours during the week as needed
Please send your resume. Thank you
