Sr. Facilities Coordinator

Job Title

Job Description Summary

Job Description

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