Facilities Coordinator

Facilities Coordinator

Location: Hybrid, Rochester, MI
Employment Type: Full-Time
Compensation: $50,000.00 - $65,000.00 (Range applies to US candidates only) + Benefits/Variable Comp/Equity - Range may vary based on experience.
Benefits Offered: Vision, Medical, Life, Dental, 401K

The Facilities Coordinator is a values-driven and highly motivated professional dedicated to delivering an exceptional experience for employees and guests. This role is responsible for overseeing office operations in a fast-paced environment while maintaining the highest standards of excellence.

Partnering closely with the Director of Facilities, Facilities Operations Manager, and Workplace Experience & Facilities Manager, the Facilities Coordinator provides essential administrative support while also taking initiative in managing vendors, procurement administration, security access systems, and building maintenance. This position requires a proactive individual who is comfortable giving direction to vendors and stakeholders, taking ownership of projects to improve processes, and developing a deep understanding of industry best practices and project objectives.

• Procurement SME, main point of contact for facilities vendors, manage global vendor agreements, legal document requests through Coupa, CLM; NDA, GSA requests, global setup, vendor onboarding in procurement software, purchase orders and change requests submissions, and track PO and change requests through complete Procurement cycle.
• Liaison with landlord and property management and coordinate with outside contractors for the service and repairs of facilities equipment globally.
• Request, review, and submit work orders, bids, and proposals from global vendors.
• Be on-site for all Facilities vendors and security vendor visits for Michigan locations.

• Manage Workplace Service Delivery and lead training when needed.
• Manage global work order tickets through Case Management, perform day-to-day oversight, tracking and completion of tickets/work orders, reporting, and providing status updates to and working directly with vendor partners, contractors, WEM&FM, FOM and Office Managers.
• Manage, schedule and oversee repairs & maintenance, planned maintenance programs, and emergencies and be readily available 24/7 for emergency repairs, security calls, and incidents within One Stream offices globally.
• Oversee and manage data entry for facilities-related projects through various internal programs and project management programs such as Service Now, Workplace Service Tool, Keyed In, and Microsoft Planner.

• Administer and maintain multiple global security systems, submit, track, and complete work order tickets, partner with the Facilities Technology Program Manager, Security Information team, and provide weekly reporting.
• Manage and track monthly compliance & security checklists and risk assessments globally.
• Schedule and document maintenance and repairs on building equipment globally, per compliance requirements, and provide weekly reporting to FOM, WEM, and FD.
• Manage and execute any checklist for maintenance and ensure life safety globally.
• Lead and participate in life & safety procedures by scheduling required events: such as fire drills, designating floors wardens, CPR/AED training, and emergency procedures updates.

• Development, management and tracking of RFIs, RFPs and bid packages. Provides reporting to WEM, FOM, and FD.
• Partner with FOM on construction calls. Lead data entry, project tracking, invoice tracking, logging, and provide weekly construction progress updates, meeting minutes, post-mortem meeting, etc.

• Lead ad hoc projects such as overseeing office moves, decommissioning, supporting new offices, vendor management, and managing workplace-related partnerships globally.
• Provide in-office coverage for Office Manager(s), i.e., conduct vendor site visits, front desk coverage, as needed.

• Manage global repairs and maintenance budget and purchase orders per…