Administrator, Facilities

POSITION PROFILE

Responsible for assisting in the daily management of assigned facility. The facility Coordinator will monitor vendors for performance adherences, ensure the safety and security policies. Perform weekly facility inspection tours. Supervise projects, office moves and other company events as required. Facility Coordinator will work independently at times with various business units to maintain an acceptable work environment that meets occupants' expectations and operational requirements.

  Job Duties and Responsibilities

Reception Services: Answer calls within three rings and handle queries efficiently. Use a phone script for answering calls and encourage a habit of smiling. Greet all visitors and colleagues entering the reception area. Handle emails efficiently and provide additional administrative support as needed. Maintain a high degree of confidentiality and integrity. Visitor Processing: Register all visitors with the building security portal. Receive visitor names from colleagues or meeting organizers via email. Ensure visitors sign in the Visitor’s Log. Inform colleagues or meeting organizers when their visitors arrive. Direct visitors to the scheduled conference rooms for internal meetings. Assign visitor/guest security cards according to site procedures. Maintain inventory of security cards and report missing cards promptly to Facilities Services. Conference / Meeting Support: Support meetings ranging from 4 to 100+ attendees. Assist with Conference Rooms and Team Rooms. Catering Support Services: Process catering requests from meeting hosts and Administrative Assistants. Handle the processing and coding of catering invoices.

Facility Management Support:

Maintain daily operational functions, including work orders, contractor monitoring, inspections, and resolving facility-related issues. Interact with contracted vendors, facility management, and occupants. Supervise projects, company events, and facility-related program launches.

Infrastructure Support:

Conduct weekly/monthly facility tours and inspections to identify potential issues and ensure all mechanical systems are functioning properly. Report malfunctions and assist in scheduling repairs. Maintain compliance with codes and provide input for monthly reports. Manage facility recycling programs, shredding operations, and copier paper distribution. Perform light maintenance duties, such as light bulb replacement, minor plumbing repairs, painting, carpet repairs, and maintaining the key management system. Assess seating and layout needs with business units. Coordinate and schedule project/office reconfiguration moves. Assist and support build-out projects.

Safety:

Perform weekly/monthly safety inspections and assist vendors with fire tests. Assist in 911 emergency calls. Report safety issues and arrange for corrective actions.

Environmental:

Maintain environmental policies and recycling programs. Support annual audits and inspections.

Vendor Management:

Interface with contracted vendors to ensure service levels are maintained and policies are adhered to. Coordinate schedules, service calls, and validate work order completions for invoice payment approvals. Monitor contractor performance and address quality/workmanship issues.

Inventory Tracking:

Track, maintain, and order consumable items, including coffee supplies, office supplies, janitorial supplies, replacement bulbs, and other facility-related items. Document delivery of items, monitor backorders, and validate invoices for payment approvals. Assist the Facility Manager in monitoring and conducting physical asset inventories and disposition of assets. Maintain furniture in good repair according to office standards. Perform other duties as required.

Qualifications:

High School Diploma or equivalent required. Valid Driver's License required. Minimum 2-3 years of building services-related experience. Technical understanding of mechanical systems. Trade school desirable.

Knowledge, Skills, and Abilities:

Excellent organizational and communication skills. Ability to work with a wide variety of internal and external groups. PC literate. Basic office skills, including creating reports, filling out forms, and tracking invoices/work orders.

Working Conditions, Mental and Physical Demands:

Office environment with adequate lighting and ventilation, normal temperature, and noise levels. Work assignments may include warehouse work (forklift) or outside work. Some physical effort is required. Ability to perform light repair duties, such as plumbing, painting, furniture assembly, and light bulb replacements. Work is mostly sedentary but requires walking, standing, bending, reaching, lifting, or carrying objects typically weighing less than 80 lbs. Assignments may include working beyond normal hours and weekend work when required.

 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.