Facilities Coordinator

1 day ago

Cambridge, Massachusetts, United States TEKsystems Full time
Job Overview

As a key member of our team, you will be responsible for ensuring the smooth operation of our facilities. This includes providing facilities services, maintaining building maintenance, and procuring supplies.

Key Responsibilities:

  • Provide facilities services to ensure proper building maintenance, procurement of supplies, daily inspection of site(s), and validation of work orders.
  • Liaise with building maintenance, including regular communication.
  • Liaise with key internal and external business partners, including vendors and corporate HR, IS&T, EHS, and Security.
  • Oversee budgets and create spreadsheets/trackers, including Purchase Orders.
  • Create weekly activity and status reports.
  • Provide conference room arrangement and maintenance, including calendar scheduling.
  • Assist with providing equipment removal passes and visitor badges where required.
  • Perform other support duties as required by the department or office.

Additional Day-to-Day Tasks:

  • Maintain professional appearance of common areas and conference rooms.
  • Greet and assist all visitors; maintain company visitor sign-in book. Coordinate visitor transportation and travel if needed.
  • Order, maintain, and track inventory for break room and office supplies. Maintain professional appearance of break rooms and conference rooms.
  • Handle any user errors/questions - day-to-day can be different based on volume of requests.
  • Help with any transitions and moves.
  • Vendor management – Coordinate service requests with property management and/or external vendors. Handling issues as they arise.
  • Use employee information applications to obtain employee information and conference room schedules.
  • Function as after-hours contact for property management.
  • Be responsible for overall office safety and security.
  • Deliver mail, handle outgoing and incoming mail delivery, and maintain mailroom organization.

Client Culture/Expectations:

  • Manager isn't 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.

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