Facilities Services Coordinator

Facilities Services Coordinator

The Facilities Services Coordinator provides administrative and liaison support to department(s) and office location(s). Provides support for reception and guest services, mail services, phone, meeting rooms and location services.

What You'll Do:

• Receives and directs incoming communications to appropriate personnel via email and client-based software channels. Maintains client-based software applications for assigned locations.
• Greets and announces clients, applicants, tour groups and visitors. Follows security and client procedures for recording employees, guests, suppliers and other visitors, daily.
• Assists security with employee badging process. Arranges escorts as needed. Issues visitor passes and validates parking access. Assists with EV charging station access. Manages fitness center access.
• Assists with scheduling and preparing meeting and conference rooms for internal and external requestors. Coordinates setup of conference/meetings rooms for outsourced specialty functions like outsourced fitness classes. Arrange video and/or web conference as needed.
• Delivers catering and provides support as needed
• Coordinates and manages outsourced fitness classes and occasional client specific social events
• Performs general clerical duties associated with distributing office packages and mail as required.
• Uses tracking systems to record inbound and outbound courier, freight and mail. Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.
• Orders supplies and other commonly used items for the locations, such as office supplies, equipment toner, printer paper, freight and shipping supplies etc. Stock areas as needed
• Maintains neat appearance in reception area and manages the lost and found process
• Maintains a file of services including transportation sources, accommodations, and referral contacts.
• May arrange convenience services for guests such as transportation.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position.

What You'll Need:

Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Commercial Real Estate or Property Management experience preferred.

EDUCATION and EXPERIENCE

HS Diploma or GED required. 3 years of Front Desk, Concierge, customer service or other hospitality experience is preferred.

CERTIFICATES and/or LICENSES

None.

COMMUNICATION SKILLS

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor with a strong, professional customer service orientation.

FINANCIAL KNOWLEDGE

Ability to calculate simple figures such as percentages.

REASONING ABILITY

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and/or ABILITIES

Intermediate skills with Microsoft Office Suite. Ability to work flexible work schedules based on office needs.

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and…