Facilities Coordinator

Job Description

• ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Assistsdepartmental personnel and other customers within the assigned facility or facilities, andis responsible forinvestigating or coordinating responsesforfacilities problems, complaints, emergencies,special eventsor other facility issues or operations; facilities-related expertise is typicallyrequiredfor these positions

• Address client inquiries and concerns ensuringtimelyand quality issue resolution and service delivery

• Gather allfacility inquiries and complaintsand escalate toappropriatemanager

• Remain knowledgeableregardingall 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 procedureswhen scheduling work to be completed

• Assistwith site inspection within the assigned building portfolio

• Create work ordersas directedto beassignedto the engineering staff, subcontractors, and vendors

• Report on open andcompletework orders and check the status of open work orders with the assigned party

• Request, review, andsubmitwork orders, bids, and proposals from vendors

• Maintainand ensure high leveldata integrityand details in work orders

• Create Purchase Orders for approved workinaccordancewithall policies and ahead of dispatching any vendors for work

• Assists the FM / SFM inidentifyingroot causes for anyincurred purchase orderexceptions

• Verify final invoice pricingaligns to PO createdandrequest invoicesubmittedin atimely manner

• Track and verify invoice anomalies and provide solutions to these on a weekly basis

• Assistin the monitoring and assessment of vendor performance

• Train vendors on work order and billing procedures

• Compileappropriate communicationand approvalsfromclientregardingbudgeted/non-budgeted work

• Communicatefrequentlywithteam,client, landlords, and vendors to resolve issues and provide project status updates

• Provide process and procedures training and direction tonew coordinators 

• Assistwith measuring and reporting key performance indicators against service level agreements

• Provide facilities helpdesk services on behalf of the client(s) andmonitorinternal/external workflow for all facilities cases to ensure consistent quality of service and work product

• Supportsupper management asnecessary

KEY COMPETENCIES
1. Communication Proficiency (oral and written)
2. Customer Focus
3. Initiative
4. Sense of Urgency
5. Multi-Tasking
6.DetailOriented
7. Financial Knowledge
8. Time Management Skills
9. Team Orientation

IMPORTANT EDUCATION
• High school diploma or a General Equivalency Diploma (GED) required
• Associates orBachelor’sdegree in facilities management, building, business or other related field preferred

IMPORTANT EXPERIENCE
• 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
• Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Working knowledge of lease terms
• 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