Facilities Coordinator
Trusted Workforce Solutions - washington, DC
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Job Description Position Summary: The on-site 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: Day-to-day 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: Attend weekly BEO meetings and maintain BEO binder. Prepare C&E cost proposals and final reconciliations for events as directed by SFM; includes invoicing and tracking of any damages. Complete staffing plans for each event requiring additional Facilities support based on cost grid, Banquet Event Order (BEO) and logistical memo. Prepare and distribute Special Event Notifications (SEN) summarizing events to USIP staff; completed on a case-by-case 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 company's: Drive, company's 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 Bachelor's degree from a four-year 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
Created: 2024-09-30