Facility Coordinator – Critical Environments

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Summary
The Facility Coordinator provides general overall facility management services including continuous monitoring of the facility. Work with employees to handle routine operations, including procurement of property supplies and services, issuing purchase orders, managing bid requests and service/construction contracts, and processing of accounts payable and accounts receivable.
Principal Duties and Responsibilities
Task will include but not be limited to:
Responsible for administrative support as assigned.

Assist with annual operating budget data collection and preparation.

Analyze and calculate monthly budget accruals to ensure accuracy.

Create purchase orders as required, maintain and monitor goods receipting, reversal, unmatched invoices and accruals,

Follow up with accounts payable regarding vendors invoice payments.

Budget information of daily activity and follow up calls from vendors regarding payment.

Work with Procurement Supplier to Add new vendors, processes change of address and maintain vendor files for contracts, blanket PO's, and non-contracts.

Generate, review and distribute needed site reports as needed or required.

Complete special transformation projects as requested to streamline facility operation.

Maintain monthly records inventory including but not limited to monthly fire warden reports, site documentation, etc..

Process routine work orders; open new, manage existing, close and follow up to ensure they are completed in a timely manner.

Actively participates in implementation of MCIM/Corrigo work order systems.  Reviews all PPM tasks, and provides a weekly report indicating level of completion and outstanding tasks. Assists team where needed in managing these programs and training new team members.

Assist in the preparation of internal correspondence, power point presentations, reporting and other duties related to formal announcements.

Administer and monitor Work Order Requests and filter requests accordingly on MCIM/Corrigo dashboards.

Address customer complaints and escalate issues to Facility Management team as needed.

Assist in preparation of monthly reports.

Maintain all files and ensure compliance.

Assist with the arrangement of meetings and conferences including but not limited to reservation of meeting/conference rooms.

Visitors and approval for s cards, work close with Building Security

Update telephone, email distribution, emergency lists and escalation lists

Manage day to day office functions as necessary.

Assists with on-boarding of new JLL staff (New Hire setup).

Purchase and maintain office supplies and maintain office equipment.

Perform other miscellaneous administrative tasks as assigned by the Facility Management staff. Provide logistics support to JLL and Client staff including but not limited to correspondence, records inventory and special projects.

Janitorial, landscaping, snow removal, pest control vendor coordination and oversight.

Manage compliance of required local, state and federal laws and regulations.

Assist engineering teams with computer access issues.

Manages subcontractor access control, security, etc.

Performs additional job duties as requested.

Minimum Experience:

Education & Experience
High School diploma or GED equivalent

2+ years' experience with Facility or Property Administration

Working knowledge of computer applications including Word and Excel.

Demonstrated verbal/written communication skills.

Language Skills
Ability to write routine reports and correspondence.

Ability to speak effectively before small groups of tenants or fellow employees.

Other Skill and Abilities
Superior customer service skills and orientation

Ability to maintain professionalism at all times under stressful situations.

Ability to plan and manage work under time constraints.

Ability to multitask and work without direct supervision.

Strong organizational skills and collaborative style.

Preferred Experience:

Experience working in a data center/critical facility.

Corrigo Experience.

Zendesk Experience.

Service Now Experience.

Physical Requirements:

This position will require the following:
Walking large, campus-like settings.

Must be able to sit at a computer for up to 10 hours per day

Using a computer, including keyboard and mouse, for prolonged periods.

Viewing a computer screen for extended…