Sr. Facilities Coordinator

Sr. Facilities Coordinator

Assist with the operation, troubleshooting, diagnostics, housekeeping, and repairs on commercial buildings

Position Summary

The Senior Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supporting the facility management team with on-going facility and team related responsibilities.

Essential Functions and Responsibilities

Provide 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, verify problem 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 on-going communication with contractors, client, and team

Assist with the inspection of the sites within the assigned building portfolio

Create work orders and assign work orders to the engineering staff, subcontractors and vendors

Report on open and closed work orders and check the status of open work orders with the assigned party

Request, review and submit work orders, bids and proposals from vendors

Verify final invoice pricing and process payments in a timely manner

Assist in the monitoring and assessment of vendor performance

Train vendors on work order and billing procedures

Manage complex work orders such as environmental issues and disaster recovery

Manage service and performance of vendors and landlords for timely completion of jobs

Create and record appropriate written communication between all parties

Schedule and document maintenance and repairs on building equipment

Communicate frequently with client, landlords and vendors to resolve issues and provide project status updates

Provide process and procedures training and direction to new associates

Coordinate special events in support of client

Assist with measuring and reporting key performance indicators against service level agreements

Provide facilities helpdesk services on behalf of the client(s) and monitor internal / external workflow for all facilities cases to ensure consistent quality of service and work product

Key Competencies

1. Communication Proficiency (oral and written)

2. Customer Focus

3. Initiative

4. Sense of Urgency

5. Multi-Tasking

6. Detail Oriented

7. Financial Knowledge

8. Time Management Skills

9. Team Oriented

Important Education

High school diploma or a General Equivalency Diploma (GED) required

Associates or Bachelors degree in facilities management, building, business or other related field preferred

Important Experience

A minimum of 3-5 years of 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