Facility Coordinator
About The Position
The Facility Coordinator will provide general overall facility management services, including continuous monitoring of the office/facility. This role involves addressing client inquiries and concerns, ensuring timely and quality issue resolution and service delivery, and following up with clients to ensure customer satisfaction. The coordinator will respond to all facility inquiries and complaints, assess problems, and take necessary corrective action. They will remain knowledgeable regarding all operational aspects of building systems and coordinate with outside contractors for the service and repairs of equipment. Following protocol for effective building-specific maintenance and safety procedures, maintaining on-going communication with contractors, clients, and the team are key aspects of this role. The position also involves assisting with site inspections, creating and assigning work orders, reporting on work order status, and managing vendor performance. This role requires managing complex work orders, creating written communication, scheduling and documenting maintenance, and providing process and procedures training to new associates. Additionally, the Facility Coordinator will coordinate special events, assist with measuring and reporting key performance indicators, and provide facilities helpdesk services.
Requirements
- High school diploma or a General Equivalency Diploma (GED) required
- A minimum of 1 year of work experience in an administrative, accounting or tenant services capacity
- Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications
- Previous customer service experience
- Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes
- Proficient in understanding management agreements and contract language
- Working knowledge of computer software programs and base building systems
- Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)
- Demonstrated ability to exercise good judgment
- Excellent interpersonal skills
Nice To Haves
- Associates or Bachelors degree in facilities management, building, business or other related field preferred
- Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred
Responsibilities
- Provide general overall facility management services, including continuous monitoring of office/facility
- Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery
- Follow up with clients to ensure customer satisfaction
- Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action
- Remain knowledgeable regarding all operational aspects of building systems
- Coordinate with outside contractors for the service and repairs of equipment
- Follow protocol for effective building-specific maintenance and safety procedures
- Maintain on-going communication with contractors, client, and team
- Assist with site inspection within the assigned building portfolio
- Create work orders and assign work orders to the engineering staff, subcontractors, and vendors
- Report on open and closed work orders and check the status of open work orders with the assigned party
- Request, review, and submit work orders, bids, and proposals from vendors
- Verify final invoice pricing and process payments in a timely manner
- Assist in the monitoring and assessment of vendor performance
- Train vendors on work order and billing procedures
- Manage complex work orders such as environmental issues and disaster recovery
- Manage service and performance of vendors and landlords for timely completion of jobs
- Create and record appropriate written communication between all parties
- Schedule and document maintenance and repairs on building equipment
- Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates
- Provide process and procedures training and direction to new associates
- Coordinate special events in support of client
- Assist with measuring and reporting key performance indicators against service level agreements
- Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work product
Benefits
- health, vision, and dental insurance
- flexible spending accounts
- health savings accounts
- retirement savings plans
- life, and disability insurance programs
- paid and unpaid time away from work
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
