Facilities Coordinator

2 weeks ago

Carlsbad, United States Intelliswift Software Inc Full time

This role is site based only.

Global Workplace Coordinator Job Description

5+ years of experience

Key points:

- Hospitality Mindset

- Outgoing as this is a forward-facing role

- Administrative duties as well

- Vendor Management: working with invoicing, RFP quotes, manage schedules

- Ideally someone who also has a Tech background (in case issues with computer systems, copy machine, etc)

- Understands Health and Safety requirements such as OSHA, fire codes, safety inspections, mitigating risks

- stocking/restocking the break room with snacks, and beverages, restroom re-stocking, scheduling cleanings with the custodian, etc.

- the ability to "get the job done"

- Ergonomics certification or knowledge (they can get the candidate certified)

- work with the property manager and building engineer if the person happens to see any issues with the office/building

- HVAC - ability to diagnose HVAC issues

- Ability to diagnose plumbing issues

- Remediate/liaise with Property and Billing Managers

- There is also desk work involved 60% (40% building upkeep)

- The right candidate will be agile, ability to work in a collaborative environment, outgoing

- This office environment is a hoteling office environment so someone with a hospitality focus/background would be great

- Fully onsite role in Carlsbad

- hours: 7-4pm PDT

- dress code: business casual, however, if there is an event they may have to dress up, Kim would let them know

- Interview: 3 rounds (phone initially, onsite in Carlsbad then final interview with other team members (virtual interview)

- EDU: not required but bachelor's is a nice to have

About the role:

*** is passionate about providing exceptional service to our employees and guests. This role serves as the first point of contact for all who visit and call our Carlsbad office. The Global Workplace Coordinator will be hospitality focused, poised, polished, comfortable with being forward facing and providing the highest level of service to stakeholders. This position is site-based only and not remote.

The Global Workplace Coordinator teams with the Global Workplace Department under the direction of the Global Workplace Manager in supporting the day-to-day operations of ***' offices. This includes:

Front Office:

Warmly and enthusiastically greets visitors/employees and notifies appropriate parties of arrival

Answers, screens and transfers all telephone calls which ring through the main line and maintains general voicemail box

Upholds a clean, organized and welcoming lobby atmosphere

Receives, sorts and distributes incoming/outgoing mail and other courier packages

Maintain inventory and order office supplies, refreshments/snacks, and amenities as needed

Conference room setup and catering management as needed for meetings

Administrative:

Provides administrative support for the Global Workplace Department as needed

Provides administrative support for Carlsbad as needed

Manages business card orders for Carlsbad and Field employees

Manages Office Supply Ordering and Inventory

Manages FedEx account: Sets up and disables user accounts, processes invoice payments, Processes outgoing domestic and international FedEx packages as needed

Maintains monthly invoice & purchase card tracking spreadsheet for all charges to Facilities cost center

Attend Administrative meetings and collaborate with Global and local Bussiness Support for learning and growth opportunities

Building Maintenance:

Ensures the overall organization, cleanliness, and safety of interior and exterior building

Ensures daily stocking of snacks, beverages/coffee, cups, utensils, condiments, restroom amenities

Maintains inventory and expiration dates of supplies, snacks, beverages, and amenities and ensures prompt ordering when stock is running low

Maintains supplies and organization of all copy rooms

Maintains organization in storage closets

Ensures meeting spaces/rooms are organized, stocked, and orderly on a daily basis

Resets workstations after use

Onsite event setup/breakdown and support during onsite events

Maintains kitchen cleanliness throughout day, runs dishwashers at the end of shift, unloads at beginning of shift, empties pods and cleans coffee machines on regular basis, refills water, beans, and descales espresso machines, maintains sanitation of all kitchen appliances.

Reports any building maintenance or janitorial needs to GWP manager

Maintains generator log

Systems:

Enters building workorders to property management system, Workspeed as they arise and follows through to completion. Alerts Global Workplace Manager of any urgent or outstanding issues or repairs that require escalation.

Manages badge system: Issues and disables access badges, runs audit reports as needed

Manages Envoy Visitor Management System and provides support to employees as needed

Maintains Booking software: Expert in backend administration of system, troubleshoots and provides support to employees as needed, maintains data integrity within the system, provides assistance with desk and meeting room bookings and coordination

Maintains Digital Displays in the office and partners with Employee Communications Department for new campaigns

Creates and maintains Front Desk Operations Manual for all systems and processes

used in Global Workplace

Vendor Management:

Maintains vendor contact list and COIs

Schedule onsite vendor appointments and notify other departments as needed

Notifies GWP Manager when building issues arise that require vendor work

Processes vendor payments through Accounts Payable or credit card

Works in procurement system, collects, and maintains vendor Quotes, Master

Service Agreement Statement of Work, invoices, Certificate of Insurance, W-9, new

vendor set up.

Environmental Health & Safety:

Performs monthly checks on Fire Extinguishers and coordinates annual inspections

Maintains 1st Aid, AED, and CPR Certification and acts as safety responder

Proactive and prompt in reporting and addressing safety hazards in the office

Remove tripping hazards (door stops, cords, etc.)

Wipe spills/leaks right away

Place wet floor signs when appropriate

Maintains ESG Data

Maintains Compliance Calendar

Other EH&S projects and initiatives as needed

Completes and/or assists with special projects, and other assignments as assigned

Experience/Skills/Requirements

Facilities and/or hospitality experience required

Poised, professional, and comfortable being the face of the office

Excellent troubleshooting skills

Comfortable with a combined administrative and hands-on role to help with building

operations and onsite events

CPR, 1st Aid, AED Certified and able to act as 1st Responder during emergencies (Can become certified within 1 month of start date)

Can lift up to 25 pounds

Comfortable interacting with all levels of the organization

Project management experience is a plus

Proficient in MS Suite, Teams experience a plus

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