Facilities Coordinator

Job Title : Facilities CoordinatorJob Description Summary : The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with ongoing facility and team-related responsibilities.ESSENTIAL FUNCTIONS AND RESPONSIBILITIESProvide general overall facility management services, including continuous monitoring of office/facility.Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery.Follow up with clients to ensure customer satisfaction.Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action.Remain knowledgeable regarding all operational aspects of building systems.Coordinate with outside contractors for the service and repairs of equipment.Follow protocol for effective building-specific maintenance and safety procedures.Maintain ongoing communication with contractors, client, and team.Assist with site inspection within the assigned building portfolio.Create work orders and assign work orders to the engineering staff, subcontractors, and vendors.Serve as the first point of interaction with employees and visitors, offering friendly service to those entering the office.Serve visitors by greeting, welcoming, and directing them appropriately. Notifies company personnel of visitor arrival.Answer a multiple line phone system, manage calls by routing them to the proper extensions or taking messages and delivering them accordingly.Maintain the reception, pantry, and mother’s room areas, with daily walkthroughs, keeping these locations clean and free of clutter.Schedule and document maintenance and repairs on building equipment.Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates.Coordinate special events in support of client.Coordinate conference room space, invitations, catering, and other event planning activities as needed.Meet regularly with team – both on-site and nationally, to develop and build our program of services.Maintain a calendar of events.Provide high touch support to employees in the workplace. This includes, providing employees with tools, support, information, and wayfinding to return to the office safely.Act as the first line of response to Technology and Facility related concerns, troubleshoot issues, and follow up as required.Manage and train employees on customer service, satisfaction, and create a culture of A+ operational delivery.Coordinate all incoming pick-ups and deliveries for the United States Postal Service mail, PO boxes, and FedEx/UPS/DHL as appropriate to facilitate incoming and outgoing mail service.KEY COMPETENCIESCommunication Proficiency (oral and written)Customer FocusInitiativeSense of UrgencyMulti-TaskingDetail OrientedFinancial KnowledgeTime Management SkillsTeam OrientationIMPORTANT EDUCATIONHigh school diploma or a General Equivalency Diploma (GED) required.Associates or Bachelors degree in facilities management, building, business or other related field preferred.IMPORTANT EXPERIENCEA minimum of 1 year of work experience in an administrative, accounting or tenant services capacity.Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications.Previous customer service experience.Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred.ADDITIONAL ELIGIBILITY QUALIFICATIONSWorking knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes.Proficient in understanding management agreements and contract language.Working knowledge of computer software programs and base building systems.Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint).Demonstrated ability to exercise good judgment.Excellent interpersonal skills.Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends.WORK ENVIRONMENT : This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for up to 90% of the time; and extend hands and arms in any direction.AAP/EEO STATEMENT : C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.OTHER DUTIES : This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.

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