Facilities Operations Coordinator

2 weeks ago


Springfield, Massachusetts, United States Health New England Full time
Job Overview

SUMMARY: The Facilities Operations Coordinator (FOC) is responsible for overseeing the comprehensive management of property services at Health New England. This includes, but is not limited to, maintenance, repairs, and the effective management of office environments. The FOC ensures the timely and cost-efficient procurement of office supplies and serves as a key resource for various departments regarding parking, security access, and fulfillment services in the absence of the Senior Office Services Assistant.

KEY RESPONSIBILITIES:

Facilities Oversight - 60%
  • Manages the upkeep of office facilities, including scheduled cleaning, repairs, security measures, storage solutions, and overall maintenance. Ensures that expenditures remain within budgetary limits.
  • Facilitates office relocations and workstation adjustments, coordinating vendor services, installation of products, and necessary electrical and data cabling.
  • Supervises essential services such as reception, security, maintenance, and warehousing. Ensures that all tasks performed by staff or contractors meet quality standards and addresses any shortcomings.
  • Responds effectively to emergencies or urgent facility-related issues as they arise.
  • Coordinates all facility-related activities, including ordering office supplies, managing inventory, and overseeing safety programs. Establishes and communicates guidelines for staff amenities and common areas.
  • Oversees repairs of malfunctioning office equipment and manages on-site shredding services. Prepares conference rooms for meetings and addresses building management issues related to HVAC, lighting, and plumbing.
Vendor Management - 15%
  • Maintains and manages relationships with service vendors for office furniture, construction, janitorial services, and other essential supplies.
  • Oversees furniture installations for new projects and renovations, including obtaining bids and managing contractor work.
Procurement and Inventory Management - 15%
  • Handles service requests through the Office Services Request Line, placing orders for furniture, office equipment, and maintenance supplies. Ensures efficient procurement processes and monitors inventory levels to prevent shortages.
Warehouse and Off-Site Duties - 5%
  • Manages shipping and receiving tasks at both the office and warehouse, ensuring compliance with safety regulations. Coordinates periodic shredding of files and vendor deliveries.
Team Support - 5%
  • Provides backup support for reception duties, including answering phones and greeting visitors.
  • Assists the Senior Office Services Assistant with tasks such as security badge creation and fulfillment services.

MINIMUM QUALIFICATIONS:

  • High school diploma or equivalent with a minimum of two years of relevant experience in facilities management, shipping, and inventory control.
  • Strong customer service, communication, organizational, and problem-solving skills.
  • Proficient in MS Office Suite and familiar with virtual communication tools.
  • Experience in mail processing and coordination is beneficial.
  • Ability to work independently with minimal supervision in a dynamic team environment.
  • A valid driver's license is required.

WORKING ENVIRONMENT: The role is primarily office-based, involving extended periods of data entry and computer use. Flexibility in working hours may be necessary based on project demands.

  • Frequent lifting of 50+ lbs.
  • Regular bending, pulling, pushing, and reaching.

SUPERVISORY RESPONSIBILITIES:

Oversees reception staff.



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