Facilities Coordinator

DB Franchising USA • Phoenix, AZ

270d • $26 • Remote

About The Position

The Facilities Coordinator supports Field Operations by facilitating the initiation, adjustment, or termination of utilities and planned maintenance services. This role is responsible for all communication and administration in support of the Facilities team. They monitor and respond to inquiries, work requests, and other initiatives involving facilities management. The Facilities Coordinator works closely with other teams and key stakeholders to accomplish functional objectives.

Requirements

• Minimum of 3 years of administrative experience, required.
• Associates degree, preferred.
• Proficiency in Microsoft Office Suite and Google Suite.
• Exceptional organizational skills are required.
• Knowledge of building site repair and preventative maintenance, preferred.
• Requires 20% travel.

Responsibilities

• Respond to regular and urgent work requests: Act as main point of contact to review, initiate, coordinate, and close out work order requests that are submitted via phone, email, or Ecotrak.
• Work with Operators, Regional Managers, and Managers to gather necessary information needed to resolve a work order request.
• Prioritize work orders and escalate as needed to the appropriate authorized service provider.
• Maintain open communication with service providers and vendors.
• Escalate urgent or emergency work order requests that may cause interruption to the operation of any given location per DB standard.
• Initiate, track, and ensure completion of warranty related service requests with general contractors, equipment manufacturers, and/or appropriate authorized vendors.
• Review and approve proposals that fall within approval authority via email.
• Pull and analyze work order reports to determine areas of improvement.
• Exemplify proficient knowledge of the DB Facilities work order management platform.
• Coordinate utilities and planned services for Company Owned locations assigned sites: Maintain and initiate facilities maintenance requests and preventative maintenance procedures and programs.
• Coordinate with the Construction team, developers, and general contractors to collect utility information for assigned DB locations.
• Maintain interdepartmental communication to resolve any issues that would prevent the start of utility services.
• Initiate utility services with the utility provider by providing the appropriate start dates, billing information, and location information to ensure timely utility activation.
• Coordinate deposit requirements as needed and notify Finance of terms.
• Follow DB guidelines on tracking and recording utility information in Lucernex.
• Notify correct contacts with Finance and the third party utility management partner of necessary utility information including vendor information, account numbers, start dates, deposit/billing information, etc.
• Coordinate payment information and applications with the various utility agencies and notify finance/accounting of the account information.
• Track new shop opening dates to ensure timely setup completion of utility services and preventative maintenance programs.
• Coordinate the execution of all regular and ongoing services including linens, solid waste, landscape, pressure washing, and grease trap cleanings.
• Research, record, and track shop information (grease trap location and type, trash enclosure size) within department spreadsheet and Lucernex.
• Provide regular reports to service providers to notify them of start dates and pertinent information required for ongoing service and maintenance.
• Collaborate with Field Services to ensure that all questions regarding services are answered and resolved to ensure department standards are met and new locations are opening on schedule.
• Track, maintain, and coordinate with necessary parties on assigned emergency capital projects: Collect, compile, and evaluate data regarding the performance of all aspects of a site, facility, and equipment maintenance.
• Track, manage, and upload documents into Lucernex for each project.
• Effectively utilize and navigate reports run through Lucernex.
• Create Facilities in Lucernex for all new DB locations (company owned and Legacy).
• Support assigned Regional Facilities Manager as needed.
• Review and approve invoices that fall within approval limit/authority via email and Ecotrak.
• Facilitate payment of invoices with Finance that are received via email.
• Organize and execute work tasks based on priority.
• Assist supervisor and other departments with research, problem solving, and projects, as needed.
• Assist with New Operator Orientation.

What This Job Offers

• Industry: Lessors of Nonfinancial Intangible Assets (except Copyrighted Works)
• Education Level: Associate degree