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Facility Operations Coordinator

2 months ago

Sacramento, California, United States Newmark ltd Full time
Job Overview

Under general oversight, perform a variety of tasks including, but not limited to, administrative assistance, coordination of meeting spaces and catering services, processing work orders, and facilitating internal relocations. Support a team of facility professionals in all administrative facets of facility management and reporting. Prepare and input monthly invoices for approval, including the development of accruals. Aid in the creation of contract templates and monitor contract expirations, as well as track certificates of insurance within a database. Serve as a point of contact for tenant and customer service inquiries across a portfolio of corporate properties. Compile and assist in the preparation of various monthly (and other periodic) property, operational, administrative, and financial reports. Administrative responsibilities necessitate broad experience, skills, and knowledge of organizational policies and practices relevant to a specific group or individual. Analyze and determine information requests and ensure follow-up. May directly assist in the preparation of the annual budget and monthly reporting activities.

Key Responsibilities

ESSENTIAL FUNCTIONS:
  • Provide administrative support to the Assistant Facility Manager and supervisory levels of facilities operations.
  • Assist other facility team members in organizing and implementing internal and inter-building relocations. Communicate and coordinate with movers, vendors, and other internal/external personnel as necessary. May serve as a backup liaison to other in-house support teams.
  • Assist with the initiation of purchase orders as requested by management or other involved parties.
  • Dispatch appropriate vendors to address maintenance requests and work orders.
  • Receive maintenance requests, distribute, and close out work orders as required. Coordinate service requests as needed.
  • Liaise with landlords and/or building staff regarding necessary maintenance tasks.
  • Maintain daily contact with vendors and contractors to schedule various repairs and maintenance.
  • Collaborate with Facility Management to ensure the completion of all assigned special project work.
  • May require additional work involving overtime and/or on-call duties.
  • Retrieve Certificates of Insurance from vendors and maintain an active database.
  • Assist Management in preparing and developing the annual operating budget.
  • Code and process vendor invoices, entering them into the accounting system, and performing month-end reconciliation.
  • Assist with the preparation of monthly facility reports.
  • Distribute mail and utilize the shipping/mailing allocation database.
  • May perform other duties as assigned.
QUALIFICATIONS:
  • Associate degree OR High School Diploma/General Education Degree (GED) with a minimum of 3-4 years of relevant experience, preferably in a real estate context.
  • At least 2 years of related work experience.
  • Proficient in MS Word, MS Excel, and PowerPoint.
  • Familiarity with accounting software.
  • Able to manage multiple projects simultaneously.
  • Dedicated to achieving the highest quality and customer satisfaction.
  • Ability to work independently.
  • Excellent written and verbal communication skills, with strong proofreading and editing abilities.
WORK ENVIRONMENT: Normal working conditions with the absence of disagreeable elements.