Facilities Coordinator

Starboard Cruise Services•Miami, FL

About The Position

Perform key Facilities Administrative functions for the Corporate Office (executive offices, all workspaces, kitchens, meeting rooms and other common areas), overseeing the maintenance and management of a company's facilities ensuring that they are clean, safe, and functional for employees and visitors. What you’ll be doing: ESSENTIAL DUTIES & RESPONSIBILITIES: General Operations: Oversee facility operations for the Corporate Office including executive offices, workspaces, kitchens, meeting rooms and common areas Serve as the main liaison with building management to maintain a safe, professional, and efficient workplace Manage the daily operations of the facility and create and implement policies and procedures to ensure the efficient operation of the facility Ensure workspace nameplates are current and accurate Assign, activate/deactivate, and track parking garage access Maintenance: Coordinate cleaning, repairs, preventative maintenance, manage service requests and work orders Vendor & Contractor Management: Develop and maintain relationships with vendors and contractors to coordinate repairs and perform maintenance. Monitor external service providers to ensure work assigned is completed in a satisfactory manner Health & Safety Compliance: Ensure adherence to safety standards, regulations, and emergency procedures, maintaining compliance documentation. Ensure that the facility complies with government regulations and safety standards Administration & Reporting: Manage facility records, budgets, utility usage, inventory, and generate reports for management Responsible for the documentation and filing of invoices and expenses that relate to facilities administration Space & Logistics: Assist with office moves, space planning, meeting room scheduling, and managing mail/archiving Staff Support: Coordinate with all departments to ensure the facility meets their needs and address general staff facility issues Other Business Support Functions: Assist with creating and distributing Corporate Communications. Ensure communications sent from the building management are distributed to all employees Support Corporate events. Help clear or set up meeting areas of (un)necessary chairs and tables Maintain and distribute office and kitchen supplies, stock all pantries and supply areas Reception / Mail Room: Maintain Reception Area as a professional and inviting first impression for the company Organize and maintain mailroom and receiving and shipping functions for the corporate office Responsible for package distribution ensuring that reception, mailroom, and common spaces remain free of packages What we’re looking for: QUALIFICATIONS: Education and Experience: Experience in Logistics facility management is a plus A.A. or college-level coursework required. Knowledge, Skills & Abilities: Intermediate to advanced level MS Office applications (Word, Excel, PowerPoint) Excellent verbal and written communication skills High level of confidentiality required Functional/Technical Skills Priority Setting, Proactivity and Anticipation are a must Action Oriented Exceptional Organizational Agility Dealing with Ambiguity / Multi-tasking Perseverance Self-management Bilingual (English & Spanish) Preferred Position Type/Expected Hours of Work: Some flexibility in hours is permitted, employee must be available during the “core” work hours of 8:00 a.m. to 5:00 p.m. Monday – Friday and must work 30 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand. Physical Demands: Office environment with frequent sitting, walking and standing, occasional climbing, stooping, kneeling, crouching and balancing. Frequent use of eye, hand and finger coordination enabling use of office machinery. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Oral and auditory enabling interpersonal communication as well as communication automated devise such as the telephone. What we commit to: At Starboard Group and Onboard Media curating a vibrant world can only be accomplished by vibrant and diverse teams. We are committed to nurturing a workplace where you can feel safe to show up authentically and thrive while being uniquely you. Our North Star guides us to deliver equal employment opportunities for all individuals and to providing employees with an equitable work environment free of discrimination and harassment. We also aim to extend this commitment to the partners we work with and the guests we serve. We are constantly listening, learning, and evolving to deliver on these promises. We believe our differences make us stronger and are curious to see you leverage your lived experiences to strengthen our team, our culture and your career. At Starboard Group and Onboard Media we take action so that no one is discriminated against because of their differences, such as age, disability (physical, mental or sensory), ethnicity, gender, gender identity and expression, religion, sexual orientation, military/veteran status, genetic information, family care status or any other basis protected by federal, state or local laws. All employment decisions will be made based on business needs, job requirements and individual qualifications. So come onboard with us and celebrate a culture that attracts top talent with shared values and forms the foundation for a great place to work.

Requirements

A.A. or college-level coursework required.
Intermediate to advanced level MS Office applications (Word, Excel, PowerPoint)
Excellent verbal and written communication skills
High level of confidentiality required
Priority Setting, Proactivity and Anticipation are a must
Action Oriented
Exceptional Organizational Agility
Dealing with Ambiguity / Multi-tasking
Perseverance
Self-management

Nice To Haves

Experience in Logistics facility management is a plus
Bilingual (English & Spanish) Preferred

Responsibilities

Oversee facility operations for the Corporate Office including executive offices, workspaces, kitchens, meeting rooms and common areas
Serve as the main liaison with building management to maintain a safe, professional, and efficient workplace
Manage the daily operations of the facility and create and implement policies and procedures to ensure the efficient operation of the facility
Ensure workspace nameplates are current and accurate
Assign, activate/deactivate, and track parking garage access
Coordinate cleaning, repairs, preventative maintenance, manage service requests and work orders
Develop and maintain relationships with vendors and contractors to coordinate repairs and perform maintenance.
Monitor external service providers to ensure work assigned is completed in a satisfactory manner
Ensure adherence to safety standards, regulations, and emergency procedures, maintaining compliance documentation.
Ensure that the facility complies with government regulations and safety standards
Manage facility records, budgets, utility usage, inventory, and generate reports for management
Responsible for the documentation and filing of invoices and expenses that relate to facilities administration
Assist with office moves, space planning, meeting room scheduling, and managing mail/archiving
Coordinate with all departments to ensure the facility meets their needs and address general staff facility issues
Assist with creating and distributing Corporate Communications.
Ensure communications sent from the building management are distributed to all employees
Support Corporate events.
Help clear or set up meeting areas of (un)necessary chairs and tables
Maintain and distribute office and kitchen supplies, stock all pantries and supply areas
Maintain Reception Area as a professional and inviting first impression for the company
Organize and maintain mailroom and receiving and shipping functions for the corporate office
Responsible for package distribution ensuring that reception, mailroom, and common spaces remain free of packages