Facilities Coordinator

NAI Hallmark•Jacksonville, FL

7d•Onsite

About The Position

NAI Hallmark is seeking a collaborative and organized Facilities Coordinator to support and assist a Facilities Management Team. This role involves ensuring the successful completion of client facility demands for over 160,000 square feet of retail and corporate office space for a well-known financial institution throughout the greater Jacksonville area. The position provides onsite facilities support for a 3-story, 55,000 sq ft Corporate Headquarters office building from 8:00 am to 5:00 pm, Monday through Friday.

Requirements

Associate degree or equivalent.
2-4 years of related experience required.
Proven experience working with executives and senior managers.
Ability to determine and set priorities.
Excellent analytical and decision-making skills to make appropriate decisions when solving critical problems and accomplishing objectives.
Excellent PC software skills for analysis, audit, reports, and presentations with proficiency in Microsoft Office programs.
Ability to be influential and establish positive working relationships across the organization.

Nice To Haves

Project management experience preferred.

Responsibilities

Provide client onsite facilities support of a 3-story, 55,000 sq ft Corporate Headquarters office building from 8:00 am to 5:00 pm Monday through Friday.
Collaborate with day porters to order and maintain supplies for restrooms, breakrooms, and café areas when needed.
Collaborate with security guard to answer questions, schedule, escort vendors and visitors when required within the Corporate Headquarters.
Communicate with vendor to rectify any guard or coverage issues.
Collaborate with corporate office Department Managers, Executives and Employees alike to coordinate, rectify, and close out work orders of various building requests.
Collaborate with Facilities Manager and client HR Department for emergency preparedness and security of corporate office buildings.
Serve as the Primary Administrator of Building Engines work order web-based software to monitor, create, and close-out preventative maintenance requests and work orders while maintaining and updating end user, vendor and location changes as necessary within the system.
Coordinate with Lead Engineer to address inquiries and work order completions for 22 locations, ensuring timely, issue resolution and quality service delivery by updating all communication within every work order to provide real-time status updates for client end users and internal management reporting.
Coordinate with over 50 vendors on status updates for unresolved issues or work orders as well as request, review, and submit bids for various work needed to Facilities Manager for review, execution or budgeting.
Assist in compiling invoices for ongoing client construction management projects to calculate CM fees and provide monthly invoice to Facility Manager for review before billing client.
Utilize Building Engines report management tool to compile monthly work order specifics, collaborate with Facilities Team for monthly highlights and draft Facilities Management Reports for Facilities Manager to review before submitting to client.
Assist Facilities Manager with closing and opening client locations and be involved onsite when needed for client projects.
Create and maintain vendor contracts.
Maintain records of all tenant insurance certificates.
Handle ad-hoc projects as designated by the Facility Team and Client.
Responsible for branch surveys.
Contribute to work order process improvement.