Facility Services Coordinator

Legends•Hampton, VA

42d•Onsite

About The Position

Under the supervision of the Director of Operations: Types correspondence, performs administrative tasks such as filing, taking messages, collecting and reporting statistics, manages the set-up and breakdown of event-related utility service orders, and manages the ASM HRCC's ALTUM systems for the coordination and recordkeeping of all building repairs and services.

Requirements

A Bachelor's Degree in Business Administration or a similar field - or - the equivalent combination of education and experience.
One to two years of professional business office experience.
Ability to type at 45 WPM with few errors.
Ability to work extended and/or irregular hours including nights, weekends, and holidays.
Ability to operate a desktop PC and laptop computers, calculators, fax machines, copiers and other office equipment.
Comfortable with generating and maintaining documents with Microsoft Word, Excel and other MS Office software.
Ability to work productively and independently with little to moderate supervision to fulfill tasks and meet deadlines.
Must be detailed-oriented with the ability to make rational decisions.
Must possess excellent interpersonal, oral and written communication skills.
Must be a team-player with the ability to get along with others.
Must be able to speak, read and write English fluently.

Responsibilities

Creates and maintains spreadsheet databases for purchase orders and requisitions.
Generates purchase requisitions and follows-up along the approval process.
Facilitates the ordering of all back-of-house supplies once requisitions are approved.
Oversees facility inbound orders to ensure accuracy and supply/order receipt.
Follows up on any projects as directed by the Director of Operations.
Assists with preparation for OSHA and ASM reports.
Manages the set-up and breakdown of event related utility service order desks. Includes verifying vendors' needs during and prior to events to coordinate the ordering process.
Places follow-up phone calls and/or emails to provide confirmation of payments for services.
Builds rapport with clients by ensuring information on bill of sale is accurately recorded into spreadsheet/database.
Assists with attending to the Reception desk and phone and console coverage as backup during the Receptionist's lunch, time-off, and as needed.
Maintains department bulletin boards and assists with the planning & execution of facility internal functions for team members.
Creates work orders by inputting accurate data into the HRCC's ALTUM and updates the work orders regularly to guarantee up-to-date information is recorded.
Coordinates and schedules facility repairs and inspections and makes sure all details are recorded accurately and timely into the ALTUM management system.
Coordinates the event-related internet needs with external partners for implementation.
Responsible for the monthly reporting of all building utilities to include electricity, natural gas, water/sanitation, trash/recycling, and other items as requested.
Analyzes and develops alternative solutions for operational projects, procedures, elements.
Assists in the implementation of facility rules/regulations as they relate to policy.
All other duties/responsibilities as assigned to assist with the function of the Convention Center.