Facilities Operations Coordinator

5 days ago

Long Island, United States Collins Building Services Full time
Job Overview

The Operations Administrative Assistant will play a vital role in supporting the Operations Management Team by prioritizing and anticipating their needs in a fast-paced facilities service operation. This position is responsible for drafting reports, maintaining and analyzing databases, processing employee records, responding to client requests and inquiries, and performing other related clerical duties.

Key Responsibilities:

  • Monitor the Facilities Management System for work order activity, generate status reports, and assist with prompt closing and processing of work orders.
  • Collect, analyze, and interpret data to translate into business strategies to improve operations.
  • Process electronic timekeeping weekly and administer employee entitlements, vacation, sick-time, PTO, etc.
  • Track and administer all reports and spreadsheets, including employee documentation and equipment inventory and maintenance.
  • Manage communication, ensuring timely responses to incoming calls, mail, and emails, including drafting written and verbal responses to all levels of management and client inquiries.
  • Coordinate, schedule, and facilitate meetings, as requested, including dates, agendas, meeting rooms, and invites.
  • Responsible for various processes and liaison with other functions such as Human Resources, Accounting, and Analytics.
  • Assist with the coordination of replacement labor with supervisors and HR staffing team.
  • Promote and foster positive relationships with clients and organization.
  • Handle confidential, non-routine information and provide other administrative support as needed.

Requirements and Qualifications:

  • High School Degree required; College degree highly desired or equivalent work experience.
  • Must have minimum of 2 years of professional administrative experience.
  • Strong analytical mindset – ability to analyze and interpret data to draw accurate conclusions, prioritize work, and elevate concerns appropriately.
  • Strong project management skillset – ability to lead the planning and executions of complex projects requiring coordination of work across multiple departments.
  • Strong relationship building skills, specifically able to build effective relationships with client representatives, CBS staff, and management.
  • Must be highly organized with great attention to detail and a high standard for accuracy.
  • Advanced technical skills: strong knowledge of Excel and Microsoft Suite systems, high comfort level leveraging reporting tools daily.
  • Knowledge and ability to utilize online Facilities Maintenance Management Systems, a plus.
  • Excellent communication skills both written and verbal.
  • Self-starter able to work with a high degree of urgency and under pressure to meet deadlines.
  • Experience working in a union environment is a plus.
  • Professionalism and discretion along with excellent prioritization skills.

Equal Employment Opportunity:

CBS provides equal employment opportunities to all employees and applicants. The Company does not discriminate in employment opportunities or practices on the basis of race, creed or religion, color, national origin, sex, age, disability or handicap, marital status, military or veteran status, sexual orientation, citizenship or citizenship status, or any other characteristic protected by federal, state, or local law.

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