Facilities Coordinator

Perform key Facilities Administrative functions for the Corporate Office (executive offices, all work spaces, kitchens, meeting rooms and other common areas), overseeing the maintenance and management of a company's facilities ensuring that they are clean, safe, and functional for employees and visitors.

ESSENTIAL DUTIES & RESPONSIBILITIES:

General Operations:

• Oversee facility operations for the Corporate Office including executive offices, work spaces, kitchens, meeting rooms and common areas
• Serve as the main liaison with building management to maintain a safe, professional, and efficient workplace
• Manage the daily operations of the facility and create and implement policies and procedures to ensure the efficient operation of the facility
• Ensure workspace nameplates are current and accurate
• Assign, activate/deactivate, and track parking garage access

Maintenance:

• Coordinate cleaning, repairs, preventative maintenance, manage service requests and work orders

Vendor & Contractor Management:

• Develop and maintain relationships with vendors and contractors to coordinate repairs and perform maintenance. Monitor external service providers to ensure work assigned is completed in a satisfactory manner

Health & Safety Compliance:

• Ensure adherence to safety standards, regulations, and emergency procedures, maintaining compliance documentation. Ensure that the facility complies with government regulations and safety standards

Administration & Reporting:

• Manage facility records, budgets, utility usage, inventory, and generate reports for management
• Responsible for the documentation and filing of invoices and expenses that relate to facilities administration

Space & Logistics:

• Assist with office moves, space planning, meeting room scheduling, and managing mail/archiving

Staff Support:

• Coordinate with all departments to ensure the facility meets their needs and address general staff facility issues

Other Business Support Functions:

• Assist with creating and distributing Corporate Communications. Ensure communications sent from the building management are distributed to all employees
• Support Corporate events. Help clear or set up meeting areas of (un) necessary chairs and tables
• Maintain and distribute office and kitchen supplies, stock all pantries and supply areas

Reception / Mail Room:

• Maintain Reception Area as a professional and inviting first impression for the company
• Organize and maintain mailroom and receiving and shipping functions for the corporate office
• Responsible for package distribution ensuring that reception, mailroom, and common spaces remain free of packages

QUALIFICATIONS:

Education and Experience:

• Experience in Logistics facility management is a plus
• A.A. or college-level coursework required.

Knowledge, Skills & Abilities:

• Intermediate to advanced level MS Office applications (Word, Excel, PowerPoint)
• Excellent verbal and written communication skills
• High level of confidentiality required
• Functional/Technical Skills
• Priority Setting, Proactivity and Anticipation are a must
• Action Oriented
• Exceptional Organizational Agility
• Dealing with Ambiguity / Multi-tasking
• Perseverance
• Self-management
• Bilingual (English & Spanish) Preferred

Position Type/Expected Hours of Work:

Some flexibility in hours is permitted, employee must be available during the “core” work hours of 8:00 a.m. to 5:00 p.m. Monday – Friday and must work 30 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand.

Physical Demands: Office environment with frequent sitting, walking and standing, occasional climbing, stooping, kneeling, crouching and balancing. Frequent use of eye, hand and finger coordination enabling use of office machinery. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Oral and auditory enabling interpersonal communication as well as communication automated devise such as the telephone.

At Starboard Group and Onboard Media curating a vibrant world can only be accomplished by vibrant and diverse teams. We are committed to nurturing a workplace where you can feel safe to show…