Facilities Coordinator

Job Title

Facilities Coordinator

The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with on-going facility and team related 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
• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on-call after hours, and weekends
• 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 ongoing 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 the service and performance of vendors and landlords for the 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 the client, including moving furniture for event setups
• Ability to safely use ladders occasionally
• 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
• Reception phone coverage as needed

• High school diploma or a General Equivalency Diploma (GED) required
• Associates or Bachelor's degree in facilities management, building, business, or other related field preferred

• A minimum of 2 years 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

• 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 judgement
• Excellent interpersonal skills
• Safe use of ladders to check

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

The physical demands described here are representative of those that must be…