Facilities Coordinator

About the position

Assist Facilities Management by providing vital administrative support to both the Facilities Office and the Mailroom. Respond to employees' facilities requests in a timely and pleasant manner.

Responsibilities

• Maintain neat office appearance and functionality.
• Conduct daily floor checks of office space such as common areas, conference rooms and kitchens. When deficiencies are identified, initiate corrective action to repair/replace.
• Collaborate with Property Management to ensure timely, accurate processing of all work orders and monitor for completion.
• Respond to employees facilities requests in a prompt and pleasant manner.
• Perform basic maintenance needs.
• Assist with facility maintenance including dispatching and escorting vendors working in the building.
• Receive vendor deliveries, and sign receiving documents.
• Maintain documentation and filing system for the facilities department.
• Review all invoices to verify services are completed and/or products received, and process for Facilities Manager's approval.
• Assist in ensuring accuracy and completeness of monthly rent control spreadsheet for worldwide facilities.
• Assist with internal relocations/ new hire seating including coordinating furniture reconfiguration, cleaning work areas as necessary and assist with any other facility related employee requests.
• Direct office manual laborers weekly.
• Delegate tasks to vendors and monitor for completion.
• Maintain an updated employee location list in the Facilities Data Base utilizing Microsoft Access.
• Maintain information related to Company equipment for local and remote locations including photocopiers, and postage metering equipment.
• Respond to requests on replenishing supplies for copiers, and coordinate repairs as appropriate.
• Provide a tour and basic explanation of facility related issues to all incoming employees.
• Oversee and coordinate off-site archiving.
• In the absence of Mail Room personnel, complete scheduled mail pick-ups and deliveries, and meter outgoing mail.
• Action inquiries regarding shipment status and run tracers as necessary.
• Cover reception desk as needed.
• Perform additional duties assigned by the Director, Facilities and Services.

Requirements

• High school diploma required, Bachelor's degree preferred
• 2 years of facility management related experience required