Facilities Coordinator

Western & Southern Financial Group•Cincinnati, OH

3d•Onsite

About The Position

This role involves managing various administrative and operational tasks for a facilities department. The coordinator will handle incoming calls, manage work orders, process invoices, track project costs, and schedule fleet vehicles and company phones. They will also provide administrative support to department leadership, maintain records, organize the office, coordinate meetings, and assist with correspondence and research. The position requires independent decision-making within a defined range, with regular updates to management. The role also involves administrative back-up for other departments and ensuring compliance with company policies.

Requirements

High School Diploma or GED
Proven experience handling multiple duties and completing assigned tasks accurately and on a timely basis.
Demonstrated experience effectively handling customers and providing excellent service.
Demonstrated experience maintaining a calm and professional demeanor when handling multiple situations.
Proven excellent verbal and written communication skills with ability to convey information to internal and external customers in a clear, focused and concise manner, including strong telephone communication and etiquette skills.
Demonstrated strong attention to detail with excellent organization skills.
Proven ability to handle confidential and/or highly sensitive information.
Demonstrated ability to effectively interact and communicate with all levels of staff and management.
Proven ability to collaborate within a team environment.
Demonstrate flexibility to meet department needs while coordinating multiple tasks simultaneously.
Proficient in Microsoft Office applications.

Nice To Haves

Bachelor's Degree
Proven experience as a facilities coordinator, preferably in the real estate or commercial lending industry.
Experience must include supporting multiple individuals in a professional setting where independent decision-making and self-initiative were demonstrated.

Responsibilities

Prepare documents using Microsoft Office applications and spreadsheet functions, ensuring proper formatting and accuracy.
Interact with management to coordinate and assist with administrative tasks within the business unit.
Prepare contracts, service agreements, and authorizations for expenditures.
Maintain files for departmental operations, project files, and reports.
Prepare and review complete and accurate reports, ensuring consistency with policies and requesting additional information as needed.
Prepare expense reports for professional staff.
Assist in the requisition of uniforms, boots, and shoes for facilities staff.
Prepare vendor work orders, agreements, purchase requisitions, supply orders, and invoices.
Process checks for payment of bills as authorized.
Maintain PTO records for the department.
Open, sort, and distribute mail, bringing priority items to managers' attention.
Answer incoming phone calls for the facilities service center and generate work orders.
Schedule fleet vehicles and phones as requested by customers.
Initiate calls for routine and emergency services with vendors and department personnel.
Review and code invoices to the proper budget center and account.
Track project, contract, and monthly recurring costs.
Produce internal invoices and report discrepancies and budget variances to management.
Submit invoices to management for authorization of payment.
Perform other duties as assigned.
Comply with all policies and standards.