Facilities Coordinator

4 weeks ago

San Antonio, United States SILVER VENTURES, INC. Full time

Our vision is that Pearl is the pioneering Plazamaker of North America through creating places and experiences to cultivate human connectedness. Every person who joins our organization is invited to join us in pursuing this vision and making Pearl the place to be.

As Pearl continues to grow and expand our offerings, Pearl is expecting growth in people living, working, and enjoying all that is available in the neighborhood. Our team will add services to our portfolio in pursuit of the continued innovation and the service level that is associated with Pearl. While recognizing this growth, we will continue to focus on sustainability by providing solutions that can transform San Antonio and the commercial real estate industry.

Summary/Objective

As the first point of contact for the Facilities team, the Facilities Coordinator provides critical support to ensure exceptional service delivery to all Pearl partners. The Facilities Coordinator will provide administrative support to the Facilities Manager and the Facilities team including: work order coordination, and CMMS system management, daily office operations, maintaining office records, and providing general support services for the Facilities Team.

Essential Functions

  • Facilities office front desk representative and receptionist
  • Point person for receiving and documenting all tenant requests/complaints. Escalate to Facilities Manager or Property Management Team for resolution.
  • Contact and scheduling of service vendors, partners and tenants.
  • Manage the work order system (IMPAK), including receiving work requests, assigning work orders, monitoring status, entering system data, and providing the overall system administration.
  • Prepare work orders for preventative maintenance repairs and distribute to Facilities Manager for prioritization.
  • Ordering, receiving, stocking and distribution of supplies.
  • Record monthly water meter reading from SAWS and maintain records.
  • Processing of all departmental invoices, including coding
  • Determine billing status of all work orders based on established company practices
  • Assist Facilities Manager in managing the use of department credit card, including submission of receipts in compliance with F&A requirements
  • Attending designated meetings, compile detailed notes to document discussions, action items, and follow-up timelines.
  • Document and maintain appointment calendar for Facilities Department.
  • Clerical duties such as photocopying, faxing, filing, mail distribution, etc
  • Assist with updating and maintaining documentation used by staff daily to complete assigned tasks.
  • Provide backup support to Facilities Supervisors for scheduling and retention of documentation for all regular 3rd party services including grease trap service for all restaurants on property, and yearly backflow inspections


Required Education and Experience

HS Diploma or GED

Minimum 2 years’ related experience

Experience with CMMS system

Intermediate proficiency with MS Outlook, Word, Excel

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