Facilities Operations Coordinator

2 weeks ago

Chicago, Illinois, United States TEKsystems Full time
Job Summary

We are seeking a highly organized and detail-oriented Facilities Coordinator to join our team at TEKsystems in Chicago, IL. As a key member of our Facilities Services team, you will provide critical support to our operations, ensuring the smooth day-to-day functioning of our facilities.

Key Responsibilities
  • Assist in maintaining daily operations of facility services, including vendor support and escort, supplier records, data management, stocking and inventory, and building audits.
  • Ensure all break room, amenity, and convenience areas are well kept, maintained, and fully stocked each day.
  • Order general office supplies, break room disposables, and coffee/tea products.
  • Provide direction to vendors as needed and ensure they align with our policies and procedures.
  • Collect and maintain job-related data, identify trends for improvement, and provide vital reports to management.
  • Perform activities such as resetting meeting and conference rooms, maintaining office spaces, and soft seating furniture configurations.
  • Assist in coordinating small office projects and maintenance.
  • Submit service requests for maintenance and repair.
  • Work on assignments that are semi-routine in nature.
  • Support facilities staff by performing minor cleanup duties.
  • Build and support cross-functional relationships between departments, internal partners, and external vendors.
  • Communicate optimally via phone, email, and other written correspondence.
  • Print and install facility signage regularly or upon request.
Requirements
  • 2+ years of proven track record working in a fast-paced office setting or related experience.
  • Ability to learn quickly, work autonomously, and address any issues that arise.
  • Technologically skilled in working with iOS and macOS-based applications, along with learning to use company systems.
  • Strong customer service and problem-solving capabilities.
  • Excellent organization and time management skills.
  • Being diligent and taking ownership of subject matter expertise. Dedication to completing tasks.
  • Proactive, adaptable, and positive contributor.
Client Culture/Expectations
  • Manager is not always onsite – being able to navigate any roadblocks, being proactive, reaching out to team members when needed.
  • Navigating an environment with little to no set processes.
  • Focus on relationship building – leveraging your team relationships for knowledge transfer and collaboration.
  • Not only understanding your role, but proactively identifying areas you can increase efficiencies – sharing feedback and recommendations on process improvement.
  • Seeking answers if not readily available.
  • Following processes established in training.
  • Taking initiative – becoming the subject matter expert in your role.
  • Greatest opportunity for growth: partnering with your manager on internal processes and knowledge transfer, understanding internal workflows, being vocal about process improvement, and ways to take on more tasks and add value.
Common Challenges
  • Little direction given – ability to troubleshoot issues without a manager present. Making sure you understand your manager's expectations – requires you to put forth the effort to have this conversation.
  • Remote – not always close to team members that can help. Important to prioritize relationship building, so you have others to lean on. Taking ownership of your role.
  • Task-oriented role – some days can seem slow. Seeking out areas to help them in and take on more tasks that help with personal growth – always assessing where you can add value.

Perform other administrative support duties as required by the department or office.

**THIS IS AN OPEN-ENDED CONTRACT (Meaning there is no end to the contract)**

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