Facilities Program Coordinator

Dutch Bros Coffee•Phoenix, AZ

6d•$24•Onsite

About The Position

It's fun to work in a company where people truly believe in what they are doing. At Dutch Bros Coffee, we are more than just a coffee company. We are a fun-loving, mind-blowing company that makes a difference one cup at a time. Position Overview: The Facilities Program Coordinator plays a key role in supporting The Facilities Program Manager by providing administrative and program coordination support. This role is responsible for assisting in program preparation coordination and rollout. The FPC will ensure seamless communication between departments and key stakeholders regarding program progress and success. Additionally, the Facilities Program Coordinator will support programs within Lucernex, Ecotrak, GlacierGrid and Smartsheet, as well as assist with capital programs, processes, and national program rollouts. This role will work closely with the Facilities Program Manager, Senior Facilities Operations Manager, and Regional Facilities Managers as needed.

Requirements

Minimum of 2 years of administrative experience
Proficiency in Microsoft Office Suite and Google Suite
Exceptional organizational skills are required
Experience with CMMS
Analytical Thinking
Administrative Process
Problem Solving
Deadline Management
Time Management
Interpersonal Relationships
Communication
Workplace Organization
Prioritization
Multitasking
In-Office Environment: Must be able to work in a busy, crowded, and loud office with frequent distractions and interruptions
Must be able to collaborate in-person with occasional impromptu in-person meetings
Office Conditions: Adaptability to typical office conditions, which may include exposure to air conditioning, heating, artificial lighting, and varying noise levels
Mobility: Ability to sit, stand, reach, twist, stretch, and work at a desk for long stretches. Must be able to occasionally move or lift office items up to 25 pounds
Hearing Requirements: Hearing must be sufficient or correctable to ensure clear understanding of spoken information, including participating in virtual meetings and phone calls. Use of hearing aids or other assistive devices is acceptable if needed.
Reading and Writing Proficiency: Ability to read and write in English is essential for processing documents, drafting reports, and following up on necessary actions. Proficiency in written communication is required to handle job-related tasks effectively.
Vision Requirements: Vision must be adequate or correctable to perform essential job duties, such as reading documents on a computer screen and using other visual tools. Use of corrective lenses or other measures to meet visual requirements is expected if needed.
Technology Proficiency: Must be proficient in operating a computer and other office productivity tools such as printers, scanners, and collaboration software.
Effective Communication: Must possess strong verbal and written communication skills to interact effectively with team members, clients, and other stakeholders via email, video conferencing, and other in office communication tools.

Nice To Haves

Associates degree, preferred

Responsibilities

Provide program coordination and administrative support
Assist Program Manager with planning, coordinating, and tracking facility programs to ensure timely completion.
Upload and maintain all supporting documentation (budgets, approvals, scope of work, invoices, change orders, etc.) to ensure smooth record-keeping.
Provide support for programs that have kicked off by completing audits and communication to stakeholders when necessary.
Generate, review, and distribute reporting to stakeholders from Facilities Department programs (Ecotrak, Lucernex, SmartSheet, etc.).
Assist with program preparation, rollout, and coordination.
Assist auditing of program data to ensure that the program is on track and necessary information is collected.
Assist with auditing of program data to ensure that program is on track and necessary information is collected
Initiate new locations in GlacierGrid and Ecotrak audit-update regularly to ensure proper location set up.
Attend meetings with internal and external stakeholders, take detailed notes, and provide accurate updates.
Exemplify proficient knowledge of DB Facilities programs
Notify field leadership regarding on-site surveys and installations for Facilities Department-related projects and programs
Place and manage orders with vendors, track shipments, and confirm delivery timelines with key stakeholders (Operators, PMs, etc.) to ensure proper installation and set up of equipment.
Maintain any active trackers
Maintain regular communication with project stakeholders.
Determine how invoices pertain to which projects or programs and process accordingly.
Generate, review, and distribute reporting to stakeholders from Facilities Department programs (Ecotrak, Lucernex, SmartSheet, etc.)
Organize and execute work tasks based on priority
Assist supervisor and other departments with research, problem solving, and projects, as needed
Track incoming invoices and update actual spending against the budget.
Perform all administrative duties and record-keeping for the New Shop Set Up process, per DB standards
Review and update the shared DB resources to keep the team informed on the status of the new shop setup.
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 all teams and update necessary crossdepartmental communication per DB standard to ensure that all questions regarding services are answered and resolved prior to opening.