Coordinator, Facility

JOB DESCRIPTION

Under general supervision, complete various duties to include, but not limited to, administrative support, conference room and food service coordination, work-order processing, and internal move assistance. Provide assistance to a team of facility members in all administrative aspects of facility management, administration, and reporting.

• Preparing and entering monthly invoices for approval, including developing accruals.
• Assist in the development of contract templates and tracking contract expirations, as well as monitoring and tracking certificates of insurance in a database.
• Assist as a point of contact for tenant/customer service requests serving a portfolio of corporate properties.
• Compile and assist in the preparation of various monthly (and other periodic) property operational, administrative, and financial reports.
• Administrative duties require broad experience, skill, and knowledge of organization policies and practices for a specific group or individual.
• Analysis and determination of information requests and follow-up.
• May directly assist with annual budget preparation and monthly reporting.

SKILLS, EDUCATION, AND EXPERIENCE

• Bachelors Degree or High School Diploma/General Education Degree (GED) and a minimum of 3-4 years of previous related experience, preferably in a Real Estate Background.
• Minimum 2 years related work experience.
• Proficient in MS Word, MS Excel, and PowerPoint.
• Knowledge of accounting software.
• Ability to handle multiple projects simultaneously.
• Must be dedicated to the highest quality and customer satisfaction.
• Work well independently.
• Excellent written and oral skills. Strong proofreading and editing skills.

WORKING CONDITIONS

Normal working conditions with the absence of disagreeable elements.

NOTE

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

ESSENTIAL DUTIES

• Provide support for the Facility Manager and other facility staff, including covering the reception desk.
• May assist other facility members in the implementation and organization of internal and building-to-building moves. May be involved with communicating and coordinating with movers, vendors, and other internal/external staff members as required. May work as the backup liaison to other in-house support groups.
• Assists with the initiation of purchase orders as requested by management or other parties involved.
• On-site event coordination and meeting setup, including catering.
• Takes maintenance requests, distributing and closing out work orders as required. Coordinates service requests as needed.
• Liaison with landlord and/or building staff regarding required maintenance tasks.
• Daily contact with vendors and contractors to schedule miscellaneous repairs and maintenance.
• Work with Facility Management to ensure completion of all special project work as assigned.
• May require additional work consisting of overtime and/or on-call duties.
• Retrieve Certificates of Insurance from vendors and maintain an active database.
• Assist Facility Managers in the annual budget preparation and development.
• Assist with coding and processing vendor invoices, entering invoices into the accounting system, and month-end reconciliation.
• Assist with the preparation of monthly facility reports.
• May perform other duties as assigned.
• Create, maintain, and manage staff ID Cards.
• Managing distribution and tracking of visitor badges.
• Sort, organize mail.
• Refreshment Orders.