Coordinator, Facility Services

POSITION SUMMARY STATEMENT:

This position of the Facilities Coordinator, is mainly responsible for handling the day to day HP1 request/tasks as well as focusing on maintenance issues in the (3) Labs, MHC, Fitness Center, Data Center, UPS and the overall building maintenances that are primarily handled by the building engineer and his assistant, who time to time need the help from the Facility/Services Department. .

DETAILED RESPONSIBILITIES/DUTIES: 

Facilities Services Coordinator

• Responsible for installing artwork, whiteboards, assemble transportation carts, storage shelving and other related items when necessary.
• Responsible for minor plumbing repair, fixtures drains and shut off valve replacements.
• Responsible for coordinating with GTS setting -up and participating in Employee/Departmental relocations.   
• Responsible for processing the departments invoices through the iProc payment system when needed.  
• Responsible for managing and overseeing the Facilities SNOW work order tickets by reviewing the requests, and then assigning them to the appropriate team member who is primary with regards to handling the request and afterwards following up on the tickets until completed and them closing the ticket in the system.
• Manage and monitor the Facility Services emails and assigning the request to the appropriate team member to follow up and complete.
• Responsible for working with the shredding vendor (Williams) to scheduling pick-up, staging shred bins throughout the HP1 building, witnessing the actual shredding process and ensure that the billing is correct upon completion. Responsible for assisting with training room set-ups when needed.  
• Maintain and perform monthly preventative maintenance task, which includes checking supplies in all conference rooms, remove left-over trash and ensure the rooms are always clean and orderly. .

• Check all copy rooms and remove excess office supplies and ensure those rooms are clean and orderly.
• Interface daily with the building manage team, engineers, outside vendors and all levels of Herbalife management and employees.
• Available to assist the Manager with special projects.  
• Available to assist the facilities teams at the alternate Herbalife locations when needed.
• Available to issues replacement keys for cubicles and office doors etc. as well as boxes for packing personal items and assist with packing personal items when needed. 
• Responsible for updating and issuing copies of floor plans utilizing the WISP portal.
• Submit building issues into the Building Management Portal for the building engineer and staff to address and then send a report once issue has been completed i.e. too cold/too hot calls, restroom issues, water leaks, etc.
• Oversee the posting of HR, Safety & Security and Creative Services P&E related information as well as removing all previously existing outdated information.
• Responsible for submitting after-hour Air request to the building engineer prior to requested date and following up to be sure the Air was provided as requested by end-user.

Facilities Assistant

• Daily stocking of the utensils, napkins, paper plates and paper towels in the lunchroom.
• Responsible for stocking executive’s office refrigerators with bottled water.
• Ensure Herbalife products are stocked in the pantries three times a week.
• Responsible for P&E inventory control.
• Responsible for paper products inventory control.
• Ensure the ‘women’s’ and ‘men’s’ restrooms are stocked with Herbalife product twice a week.
• Responsible for checking product that has expired and dispose of it properly.
• Morning cleaning in the MHC Lunch prep area and pantries: clean the inside and outside of each microwave, wipe down the countertop, wipe the outside and the top of each blender base and wipe down each of the appliances.
• Order office supplies the pertain Ergonomic items and Facility/Services.
• Manage and track Executives and Departmental Water allocation by calculating monthly usage to generate a report for the chargebacks and submit to A/P at end of month.
• Responsible for ordering and stocking paper towels and hand soap in the pantries.
• Primarily responsible for Training/Conference room setups.
• Responsible for and tracking P&E for the pantries, MHC, Fitness Center and Safety & Security Receptionists.
• Check/Restock MHC Lunch Prep area Large refrigerator for Aloe when needed.
• Check Training/Conference room and provide whiteboard makers, wipes, erasers when needed.
• Update time on all clocks in HP1 Training/Conference rooms, MHC and other areas where clocks are currently, as well as change the batteries. 
• Assist and provide support to the Executive Assistant(s) to SVP’s and CEO when they visit the Torrance Facility as well as inspect the Leadership CR prior to.
• Assist the Creative Services department with quarterly cleanings and maintaining the (16) elevator lobby displays.
• Assist with reserving visitor offices and cubicles for employees visiting from other Herbalife locations.  

SUPERVISORY RESPONSIBILITIES:

None

REQUIRED QUALIFICATIONS:

Skills:

• Must have knowledge on how to use a computer
• Proficiency with PC-based Microsoft Word, Excel and Outlook
• Very customer service oriented with high sense of urgency
• Ability to interact effectively with outside vendors, employees and management
• Ability to solve practical problems and carry out responsibilities under minimal supervision
• Ability to function as an effective team player and adapt to the changing environment
• Ability to work under pressure in a fast paced environment
• Ability to keep accurate records and inventory control
• Ability to work under pressure in a fast paced environment
• Ability to perform multiple tasks
• Ability to speak and write fluent English

Experience:

• 2 years of customer service experience

Education:

High school diploma or GED equivalent