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Facilities Coordinator

2 months ago

Scottsdale, United States Community Medical Services Full time

Overview:

Shift: 6:30a - 2:30p - hybrid (2 days in office and 3 days remote after 4-6 weeks of in person training)

The Facilities Coordinator will work closely with the Manager of Facilities to support all facilities activities. The Facilities Coordinator will provide administrative support to the Facilities Department, manage office functions including: Work Order coordination, access assignments, database management, daily office operations, maintaining office records, and providing general support services for the divisional staff. This person will manage all outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, and providing scheduling support.

Along the way, well invest in your well-being through a benefits package that includes:

  • Subsidized medical, dental, and vision insurance
  • Health savings account
  • Short and long-term disability insurance
  • Life insurance
  • Paid sick, vacation, and holiday time
  • 401K retirement plan with match
  • Tuition and CME reimbursement up to 100%
  • Employee assistance program to support your mental health and wellness
  • Ongoing professional development


Responsibilities:

RESPONSIBILITES

- Perform audits of Maintenance documents such as Work Orders, Monthly PMI inspections.

- Review current and planned workload activity, assist in coordinating parts, materials, and personnel support.

- Monitor and respond to facilities' tickets, emails and phone calls timely and accurately

- Perform minor repairs and maintenance at all facilities.

- Organize and track preventative maintenance for all facilities and equipment ensuring that the signage, lighting, heating, air
conditioning and ventilation systems are operating properly and minimize downtime of equipment

- Track expiring leases and vendor contracts; take appropriate action as directed by Director of Facilities

- Prepare cost estimates with supportive documentation for review

- Make deliveries between offices as needed.

- Assist with ordering, monitoring and controlling inventory and cost of supplies and equipment

- Coordinate moves of furniture and equipment between locations.

- Assist in overseeing lawn/grounds service performance, on all facilities, upkeep of the facilities' grounds and landscaping

- Coordinate with vendors for proposals, contracts, building and equipment maintenance and repair, installation appointments.

- Keep all building certifications and contracts current to meet compliance standards.

- Provide general overall facility management services, including continuous monitoring of office/facility

- Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action

- Remain knowledgeable regarding all operational aspects of building systems

- Coordinate with outside contractors for the service and repairs of equipment

- Follow protocol for effective building-specific maintenance and safety procedures

- Maintain on-going communication with contractors, client, and team

- Assist with site inspection within the assigned building portfolio

- Create work orders and assign work orders to the engineering staff, subcontractors, and vendors

- Request, review, and submit work orders, bids, and proposals from vendors

- Assist in the monitoring and assessment of vendor performance

- Manage complex work orders such as environmental issues and disaster recovery

- Manage service and performance of vendors and landlords for timely completion of jobs

- Create and record appropriate written communication between all parties

- Schedule and document maintenance and repairs on building equipment

- Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates

- Assist with measuring and reporting key performance indicators against service level agreements

- Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to
ensure consistent quality of service and work product

Qualifications:

Education, Certification and Experience Requirements

- High school diploma or a General Equivalency Diploma (GED) required

- Associates or Bachelors degree in facilities management, building, business or other related field preferred

- A minimum of 1 year of work experience in an administrative, accounting or tenant services capacity

- Previous customer service experience

- Prior experience working in the facilities/property management, commercial real estate or professional services industries
preferred

- Proficient in understanding management agreements and contract language

- Working knowledge of computer software programs and base building systems

- Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)

- Demonstrated ability to exercise good judgment

- Excellent interpersonal skills

- Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends

Tools and Equipment Requirements

- The ability to use a phone, computer, printer, and copier is required.

- Frequent use of Microsoft office products, including but not limited to Outlook, Word, Excel, and PowerPoint.

- The ability to use the internet and various web browser software is required.

Physical Working Conditions and Office Setting Description

- Requires sitting and standing associated with a normal office environment.

- Manual dexterity using a calculator and computer keyboard.

- Requires prolonged sitting, standing, frequent bending, stooping, or stretching.

- Some lifting may be required.

- Frequent and prolonged typing and frequent and prolonged operation of computer, keyboard, and telephones required.

- Requires occasional use of fax machines, telephones, copiers, and other office equipment.

- 25% travel.

- Employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift
and or move up to 50 pounds.