Facilities Coordinator

Job Description

Job Summary

Provide assistance to a team of Workplace and Facility Managers in all administrative aspects of facility management administration and reporting. Lead member and first (telephone) response for tenant/customer service requests serving a portfolio of corporate properties. Compile and assist in the preparation of various monthly (and other periodic) property operational, administrative and financial reports.

Responsibilities

• Provide administrative support to the Director of Facilities, Facility Manager, Regional Workplace Managers and Lead Building Engineer assigned to the client account.
• Assist other facility members in the coordination and implementation of moves, adds & changes for client employees. May be involved with communicating and coordinating with vendors and other internal/external staff members as required.
• Assist with the initiation of purchase orders as requested by management or other internal stakeholders.
• Dispatch appropriate staff members accordingly to address maintenance requests/work orders.
• Receive, distribute and close-out maintenance work order requests as required.
• Liaison with the landlord or building staff regarding required maintenance tasks.
• Daily contact with vendors and contractors to schedule miscellaneous repairs and maintenance.
• Instruct office services/mail room personnel on daily tasks, ensuring satisfactory completion.
• Work with Facility Management to ensure completion of all special project work as assigned.
• Manage Certificates of Insurance from vendors and maintain an active COI database.
• Assist Facility Managers in the preparation and development of annual operating budgets.
• Code, process and enter vendor invoices into the accounting system including month end reconciliation.
• Assist with Preparation of monthly facility reports and presentations as necessary.
• May require additional work consisting of overtime and/or on call duties.
• May perform other duties as assigned.

Qualifications

• Bachelor's Degree or High School Diploma/General Education Degree (GED)
• Minimum 2-3 years related experience, preferably in a Real Estate background
• Proficient in MS Word, MS Excel, Power Point
• Ability to handle multiple projects simultaneously
• Must be dedicated to the highest quality and customer satisfaction
• Work well independently
• Excellent written and oral skills. Strong proofreading and editing skills.

WORKING CONDITIONS: Normal working conditions with the absence of disagreeable elements

Salary Range Language:

The expected rate for this position ranges from $40.00 to $45.67 hourly. The actual hourly rate will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held. In addition to the hourly rate and a competitive benefits package (including health, vision, and dental insurance, paid time off and a 401(k) retirement plan with employer matching), this position may be eligible for additional types of compensation including discretionary bonuses and other short- and long-term incentives (e.g., deferred cash, equity, etc.).

NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.