Facilities Coordinator

Position Summary:

The onsite Facilities Coordinator (FC) reports directly to the Senior Facilities Manager (SFM) and is responsible for providing administrative operational and conference and event support to the building.

The FC must be capable of assisting in managing vendors and the facility in the absence of the SFM. The FC will also be responsible for the specific duties outlined as well as other duties as assigned.

Position Responsibilities:

• Daytoday communication with the Facilities Team is imperative. While schedule may accommodate remote work on rare occasions the FC s core function requires onsite presence typically five (5) days a week.
  

• Prepare a weekly Facilities operational calendar outlining events and schedules.
  

• Assist with coordination of all contractors visiting location through direct communication with Engineering and Security.
  

• Communicate with Facilities staff regarding any mechanical electrical plumbing and furniture requests.
  

• Prepare and update vendor contracts and spreadsheets.
  

• Coding of property invoices for SFM s review.
  

• Assist with Facilities coordination for all Conference & Events programs:
  

1. Attend weekly BEO meetings and maintain BEO binder.
   
2. Prepare C&E cost proposals and final reconciliations for events as directed by SFM; includes invoicing and tracking of any damages.
   
3. Complete staffing plans for each event requiring additional Facilities support based on cost grid Banquet Event Order (BEO) and logistical memo.
   
4. Prepare and distribute Special Event Notifications (SEN) summarizing events to USIP staff; completed on a casebycase basis.
   

• Prepare and submit monthly investor report for SFM review and approval.
  

• Perform facilities inspections and prepare necessary reports.
  

• Participate in Facilities Project meetings walkthroughs and update minutes accordingly.
  

• Manage Building Engines (BE) work order system to ensure client inquiries and requests are addressed on time.
  

• Work directly with contractors/vendors to obtain cost proposals for various projects.
  

• Assist in the implementation and maintenance of operational policies and procedures; including companys: Drive companys Document Management System (DMS) USIP page on company portal and other company manuals.
  

• Assist with preparation of annual operating budget and reports for the facility.
  

• Other duties as assigned by SFM.
  

Position Requirements:

• 1 to 3 years experience in a support position preferred
  
• Bachelors degree from a fouryear college or university
  
• Commercial property management experience preferred
  
• Strong interpersonal and organizational skills
  
• Strong attention to detail and ability to prioritize effectively
  
• Comprehensive working knowledge of Microsoft Office suite