Facilities Coordinator

Position Profile - Facilities Coordinator

Full time position

Salary Range: $55,000 - 60,000 annually

Under the supervision of the Facilities Director, the Facilities Coordinator will perform project and support duties, as needed, to ensure the professional and smooth operation of the Facilities Department. The Facilities Coordinator is an administrative position with knowledge of field conditions. This role plays a critical part in ensuring that our centers are maintained appropriately and efficiently with communication and customer service being the focus.

It is based out of the office in Windsor, CT, Glen Mills, PA, or West Seneca, NY.

• Provide excellent support to managers and field technicians across all brands in 11 operating states.
• Facilitate a teamwork approach, combining expertise and coordination of all departments for the completion of a project or task.
• Experience in IWMS databases and oversee work orders between field techs and center directors.
• Collaborate with outside vendors and work order requests for assigned locations which includes, but not limited to, HVAC, Landscapers, Waste Management, Fire Protection, Utilities, Painters, Pest Control, etc.
• Coordinate and maintain work flow log and ensure tasks are completed correctly and timely by facilities/maintenance team out in the field.
• Work with Director to verify proper billing, track department budgets, work with Accounts Payable to ensure timely payments and reconciliation.
• Manage and review all field technicians credit card receipts for proper tracking and allocation.
• Coordinate and organize meetings as required.
• Liaison between Location Directors, Executive Office Staff, Facilities Team, and Vendors to ensure timely resolution of issues/requests.
• Maintain vendors’ files including contracts, proposals, work statements, W9’s, and COI’s.
• Support efforts in preparing all the necessary documents after turnover in order to onboard vendors into the re-occurring maintenance program.
• Collaborate with in house leasing team to verify responsibilities between LL and Facilties as it relates to repair work.

• Desired Facilities experience and skills:
  Bachelor’s Degree in a related field along with 3-5 Years experience in a supporting Facilities or Real Estate Role. Experience with multi site management and ability to manage multiple projects and stakeholder simultaneously.
• Professional, polite, friendly, and flexible on the telephone and in person. Maintain professional appearance.
• Well versed in Facility terminology in order to communicate effectively with all individuals involved in projects.
• Embrace opportunities and demonstrate interest in professional growth and improving knowledge and skills providing added value to each task assigned.
• Establish and maintain positive and cooperative working relationships with peers, direct reports and managers.
• Ideal applicant will have very strong organizational skills and the ability to work with all levels of the organization in an appropriate, professional manner.

• Competitive salary
• Comprehensive benefits package including a 60% enrollment discount
• Collaborative and mission-driven work environment
• Opportunity to contribute to meaningful improvements across our network of centers