Facilities Coordinator

Overview

Ability to handle incoming calls for service center, enters and tracks work orders, processes invoices, tracks project costs, and schedules fleet cars and Company-owned cell phones. Performs administrative duties for AVPs, directors, managers and supervisors associated with department operations. Prepares and maintains reports and department records, including personnel, payroll and project-related files/emails. Organizes the office environment, coordinates meetings, schedules conference rooms, performs administrative tasks, handles minor correspondence, conducts research, and coordinates activities with others both inside and outside the Company. Performs administrative back-up for other departments. Works with some supervision and is responsible for making a minimal range of decisions, escalating to manager when appropriate and updating manager on a regular basis.

Responsibilities

What you will do:

• Prepares documents, utilizing Microsoft Office applications and spreadsheet functions, including formatting for best presentation and proofreading for accuracy. Interacts with manager to coordinate and assist with other administrative work requirements within business unit.
• Prepares contracts, service agreements and authorizations for expenditures for director of facilities services.
• Maintains files for departmental operations, project files and reports.
• Prepares complete and accurate reports for others; reviews for accuracy, completeness and consistency with policies; requests additional information and/or documentation when needed.
• Prepares expense reports for professional staff.
• Works with director of facilities services in the requisition of uniforms, boots and/or shoes for the facilities staff.
• Prepares vendor work orders, agreements, purchase requisitions, supply orders and invoices and processes checks for payments of bills as authorized.
• Maintains PTO records for department.
• Opens mail, sorts, distributes and brings priority items to the attention of managers.
• Answers incoming phone calls for the facilities service center and generates work orders; schedules fleet vehicles and phones, as requested by customers, as needed.
• Initiates calls for routine and emergency services with vendors and department personnel, as needed.
• Reviews and codes invoices to proper budget center and account; tracks project, contract and monthly recurring costs and produces internal invoices; reports discrepancies and budget variances to manager's attention; submits invoices to proper manager for authorization for payment.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

• High School Diploma Or GED - Required
• Bachelor's Degree - Preferred
• Proven experience as a facilities coordinator, preferably in the real estate or commercial lending industry. Experience must include supporting multiple individuals in a professional setting where independent decision-making and self-initiative were demonstrated. - Preferred
• Proven experience handling multiple duties and completing assigned tasks accurately and on a timely basis. - Required
• Demonstrated experience effectively handling customers and providing excellent service. - Required
• Demonstrated experience maintaining a calm and professional demeanor when handling multiple situations. - Required
• Proven excellent verbal and written communication skills with ability to convey information to internal and external customers in a clear, focused and concise manner. This would include strong telephone communication and etiquette skills. - Required
• Demonstrated strong attention to detail with excellent organization skills. - Required
• Proven ability to handle confidential and/or highly sensitive information. - Required
• Demonstrated ability to effectively interact and communicate with all levels of staff and management. - Required
• Proven ability to collaborate within team environment. - Required
• Demonstrate flexibility to meet department needs while coordinating multiple tasks simultaneously. - Required
• Proficient in Microsoft Office applications - Required

Work Setting/Position Demands:

• Demonstrated abilities to walk, stand, stoop, reach, bend, kneel, crouch, crawl, push, balance, climb ladders and lift a maximum of 50 lbs. unassisted.
• Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis.
• Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and/or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned.
• Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis.
• Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions
• Frequent exposure to noise, dirt, odors, temperature extremes and potentially hazardous tools and equipment.
• Must be able to safely use manual tools and power equipment common in the construction trades. Must be able to handle hazardous materials safely and tolerate exposure to electrical hazards as well as environmental hazards such as molds and various solvents.
• Works in both indoor and outdoor environmental conditions.
• Extended hours required during peak workloads or special projects/events.

Travel Requirements:

• None