Principal Facilities Coordinator

Aspen Technology•Houston, TX

1d•Onsite

About The Position

This position is based in Houston, Texas and reports to the Manager, Facilities based in Bedford, MA. This role is responsible for the organization of shipping, security, kitchen services, meeting room set-ups, and other facilities related requests and services. Involves interfacing with outside vendors of equipment and supplies and supporting all department initiatives.

Requirements

HS diploma or GED required.
3 plus years related experience in facilities, building management or administration preferred.
Computer skills and using Microsoft Outlook, Excel, Word, and PowerPoint
Organization, planning and prioritization skills.
Excellent written, verbal, and interpersonal skills
Aptitude for building and maintaining business relationships.
Ability to interface with people at all levels of the organization.
Ability to manage multiple projects, tasks and assignments in a fast paced, dynamic environment while adhering to strict timelines.
Ability to occasionally work outside of regular business hours.

Responsibilities

Maintain a professional business environment in support of the company’s business objectives in the Houston office.
Ensure the professional appearance of the Houston office and the delivery of quality facilities services.
Responsible for overseeing shipping and mailroom activities at the Houston office including incoming and outgoing postal and express mail, and shipping services.
Coordinates office security including maintaining the database on the card access system for site, ensuring all access points are secured as appropriate.
Assists in the Health, Safety and Environmental (HS&E) requirements including ensuring all standard precautions and evacuation plans are in effect (exit plans, fire warden training, fire drills, fire extinguisher inspections, first aid supplies).
Performs general maintenance, floor and equipment inspections within the office for all office facilities, services, and equipment.
Troubleshoot problem and notify the appropriate parties to correct the problem.
Works with the manager and internal BU’s or their designees in allocating space, furniture, and equipment to meet business requirements maintaining the company’s office standards.
Plans, schedules, coordinates, and monitors all facility moves, adds, changes and maintain accurate charts of all office seating assignments.
Works closely with manager and Sr. Receptionist on facilities onboarding and offboarding efforts and providing proper coverage for receptionist as needed.
Communicate status of all facilities projects and issues to manager as appropriate.
Performs all incoming and outgoing mail and shipping services.
Monitors the facilities Ivanti Helpdesk system and follow up on requests in a timely fashion.
Works closely with IS in the delivery and communication of equipment issues and AV services including being the first responder to troubleshoot any issues.
Notifies and follows-up with Facilities team members, regarding any maintenance and cleaning issues within our demise ensuring prompt resolution. not limited to; lights, hot/cold calls, badges, toilet facilities, kitchen issues, and general building conditions.
Coordinates with outside suppliers for refreshments, confidential waste disposal, cleaning, offsite storage, and other facilities related items.
Maintain appropriate level of stationery, shipping, and kitchen supplies.
Works with manager on ad-hoc projects, as required.