Facilities Coordinator

*On-site role; 40 hour work week

Position Overview:

The primary responsibility of the Facilities Coordinator is to provide exceptional administrative and organizational support for the Facilities Department, in an event driven organization. Responsible for administrative systems, procedures, record keeping and reporting for the Facilities Team. The Facilities Coordinator monitors projects, processes and reviews supplier invoices, supports and coordinates planning & scheduling of internal and vendor maintenance and repairs as assigned. The Facilities Coordinator administrates the Facilities CMMS system, assists with the creation of written facilities and engineering procedures, and event coordination as needed.

Qualifications:

· High school diploma or general education degree (GED) required; two-year college degree preferred

· Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence

· 2 + years recent related work experience and/or professional administrative office support and project coordination experience – required; working knowledge and experience in facilities management in a fast-paced, event driven environment – preferred

· Strong computer skills with proven proficiency in MS Office including Word & Excel

· Previous experience with CMMS, asset management and Washington State prevailing wage processes – preferred.

· Excellent communication and customer services skills, both written and verbal

· Prior experience in a customer service role

· Must have attention to detail, organized, and interpersonal skills to deal with contractors, visitors, patrons, staff and musicians

· Accreditation from IFMA, BOMA or other industry associations would be advantageous

Essential Job Functions:

• Create, distribute, track and maintain vendor contracts, related documents and project records for professional services. Investigate potential vendors for various items / materials and solicits bids as assigned.
• Collect, provide coding for and route for approval all Facilities Department invoices. Follow up with staff and vendors to insure timely payment processing.
• Create and maintain organized historical reference documentation in the form of contracts, project records, drawing files, report files, inventory and maintenance records
• Support computerized maintenance management system (CMMS) deployment and use through making entries, creating and providing reports as requested.
• Support the issuance of building keys in cooperation with People and Culture and the maintenance of key records and inventories.
• Provide administrative assistance to Facilities Director including setting up meetings and preparing correspondence, including communicating timely notice of service disruptions and updates to staff and other stakeholders.
• Provide administrative support to the Garden of Remembrance advisory committee. Maintain all pertinent records, distribute agendas, record meeting minutes, assist with special events.
• Support special projects as defined by the Facilities Director
• Maintain Facilities emergency response and employee safety documentation. Serve on the Safety Committee as Secretary, responsible for distributing and posting meeting minutes, maintaining records, and recording meeting minutes.
• Provide information to vendors, facilities staff and service providers as required to ensure excellent coordination and execution of work with minimal disruption, as needed
• Requires regular attendance, punctuality and adherence to agreed-upon schedule(s) with willingness to work flexible and occasional extended hours as needed and/or assigned