Facilities Coordinator

Full-time - Entry Level

White Plains, NY

Air Transportation

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