Facilities Coordinator

JOB SUMMARY
This positions is responsible for coordination of the day-to-day administrative functions for the Facilities department. This includes some or all of the following: invoice approvals, records management, expense tracking, PA and PO creation and tracking, month end expense and capital accruals, facility work order processing, new vendor set ups, reports creation, and processing certificate of insurance requests. This role acts as liaison between the company and all entities involved with the cleaning, general repair, plumbing, electrical work being performed at assigned company locations.

MAJOR DUTIES AND RESPONSIBILITIES

• Review and approve invoicing ensuring correct coding and work completion working with co-workers and management

• Follow up on invoice payment queries

• Set up new vendors for financial system

• Create PA and PO for facility capital expenditures

• Complete month end accruals – expense and capital working with co-workers and management

• Follow up on spending queries for both capital and expense

• Maintain hard files for facility related documentation especially compliance and regulatory documents

• Liaison for work order processing and assists Facility Field Coordinators as necessary

• Handle work order requests related to office equipment (copiers etc.) and service issues (janitorial, landscapers etc.) and other general facility related issues

• Maintain facility ticketing database and update as necessary

• Liaison for facility ticketing engine

• Maintain facility floor plans and seating assignments as applicable

• Coordinate the activities of various vendors for the maintenance of facilities

• Project management and coordination for smaller scope, including vendor interface

• Other duties as assigned

Meeting and Event Planning:

• Interact with clients to obtain meeting requirements and schedules. And plan meetings, events, and activities in the meeting rooms of a Facilities mismanaged building

• Act as primary contact for client inquiries and concerns

• Oversee additional client requests for meeting room set-up, AV devices and catering needs

• Inspect meeting rooms to ensure it meets client needs

• Develop and distribute meeting materials to attendees before meeting start

• Monitor conference website for latest events accurately

• Maintain meeting guide for conference team members

• Maintain meeting calendar and ensure event planning is on track

• Selected candidate will supervise catering and hospitality teams, ensure proper functioning room furniture, equipment, and wireless network, and maintain room temperature

• Responsible for obtaining post-event feedback from clients

• Additional duties are to order supplies, accept deliveries, coordinate catering delivery, support host with meeting materials and copies

REQUIRED QUALIFICATIONS
Skills/Abilities and Knowledge

• Ability to read, write, speak and understand English

• Must have 1-2 years of construction or building maintenance experience

• Knowledge of Microsoft Office

• Ability to use office equipment, including telephone, computer, printer and copier

• Ability to work in a team oriented, fast paced, high demand environment

• Work independently and manage time efficiently

• Project a positive personal and company image to all contacts and co-workers

• Problem solving and organizational skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals

Education
High school diploma or general education diploma (GED)

Related Work Experience
Facilities coordination experience
Supervisory experience

WORKING CONDITIONS
Office environment

GFR130 326998 326998BR