Facilities Coordinator

Job Function Summary

The facilities coordinator will work closely with the Office Manager to support all aspects of workplace activities. He/She will be responsible for internal and external customers seeking support and information and manage workplace operations and administrations including: Work Order coordination, database management, daily office operations, coordination of budgeting, maintaining office records, and providing general support services for the department. Additionally, the Facilities Coordinator, under the supervision of the Office Manager, will manage all outside contractors including maintaining records and contracts, coordinating project activities, and providing scheduling support.

Principal Responsibilities

• Monitor and implement on facility management programs, including preventive maintenance and life-cycle requirements.
• Manage the maintenance management system, including receiving work requests, assigning work orders, entering system data, and providing the overall system administration.
• Manage relationships with vendors and contractors, negotiating contracts, and ensuring that vendors deliver services in compliance to contractual obligations and in a timely and effective manner.
• Set up, maintain, and organize department's central files, information and filing
• Responsible for planning and executing office churns & moves, expansions, renovations and updating of floor plans.
• Supervise and train facility employees and contractors as needed.
• Coordinate the planning and logistics of corporate events held (ie. town halls, quarterly drinks, year-end party etc
• Facilitate and drive the Snacks Program that caters to diverse needs and preference of employees
• Prepare and manage the facility’s budget, keep track of operational expenses to analyze and report on facilities’ financials and performance metrics
• Maintains safety standards by conducting regular checks of fire safety equipment, emergency exits, and other safety systems.
• Promote and implement sustainable practices within the facility, including energy conservation and waste management programs
• Investigate and identify possible space improvements
• Independently maintain and update administrative policies and processes.
• Any other duties as assigned

Qualifications/Skills required

• Degree/Diploma in Facility Management or related field.
• At least 5-8 years of relevant experience, preferably in facility management/property management
• Demonstrated customer service excellence
• Building management and facility and maintenance operations
• Maintenance management and meeting rooms reservation software
• Demonstrated ability to work and communicate professionally, verbally, and in written form with internal and external customers
• A team player who is respectful and supports/ communicates constructively
• Must be able to work a flexible schedule as the business demands (nights, weekends.)
• Able to prioritize in a fast moving, high pressure, constantly changing environment; high sense of urgency
• High organization skills; able to multi-task with an analytical mindset with problem-solving skills
• Energetic and detail-oriented with a professional service-oriented demeanor
• Adept in Microsoft Office Suite incl. Excel, Work and Power point. Working knowledge of Tableau will be advantageous