Coordinator Corporate Facilities Administration

This fast-paced, strong customer service and detail-oriented position provides operational and administrative support to ensure the efficient operations of the Corporate Facilities Department. Responsibilities include policy and process manual development, internal and external department communications, scheduling, drafting correspondence, reporting and dashboards, expense and budget management, researching information, and ownership of department employee programs.

QUALIFICATIONS

• Two years of college course work (preferably in business or related field) or equivalent administrative support training required

• At least five years administrative support and customer service experience in a fast-paced environment; corporate facilities or hospitality environment preferred but not required

• Prior purchasing experience / Vendor management experience preferred

• Advanced proficiency with Microsoft Office 365 including Excel, PowerPoint, Word and other office software including automated calendaring

• Excellent communication skills, verbal and written including demonstrated writing ability
• Excellent organizational skills, follow-up and attention to details required; being able to juggle several projects at once
• Strong data management skills with ability to complete basic data analysis
• Able to work independently, proactively, manage multiple priorities and complete necessary tasks without consistent supervision
• Proven ability to compile large amounts of information and organize into logical format
• Deadline oriented with proven ability to multitask and adjust priorities quickly in a fast-paced environment
• Ability to interact with various clients, vendors and groups effectively presenting information
• Valid driver's license with a good driving record
• Able to safely operate a utility vehicle such as, but not limited to, golf carts, utility carts, and shuttle carts

RESPONSIBILITIES/DUTIES

• Assist department leadership in implementing internal and external department activities including but not limited to communications, scheduling, expense management and projects
• Collect, organize and analyze data and other information for reports, presentations, etc.
• Responsible for all department reporting; including creating and maintaining department dashboards

• Develop, maintain and update department manuals, lookbooks, standard operating procedures, electronic communications (Workvivo), and other department documents, communications and sites as required
• Responsible for all integrated workplace management system (Eptura-iOFFICE) training and associated documentation/follow-up
• Lead, track and provide support for all departmental and tenant onboarding and offboarding
• Lead department employee uniforms/PPE program; serve as a back-up for ordering janitorial and/or office supplies
• Assist department leadership with department budgeting and tracking as requested
• Process, allocate and reconcile department vendor and/or designated employees' expenses following company procedures through Concur
• Complete research projects using industry and appropriate resources as needed
• Assist with conducting building walk through documentation ensuring office interior brand standard compliance and overall building upkeep. Submit items for repair.
• Upon request, provide support for onsite employee and partner events on the NEFL campus
• Perform high-level administrative work including scheduling and maintaining up-to date files
• Special projects or other duties as assigned