Facilities Coordinator

Summary: The position will be fully responsible for office facility maintenance and security.

 

Job Responsibilities:

 

Equipment & Vendors

?  Determine facility needs for administrative equipment leases, purchases (non-IT) and maintains vendor relations for copiers, shredding services, document storage, water, postage meters, vending machines, coffee machines & supplies, office furniture, ergonomic supplies, etc.

 

Building

?  Serve as liaison with building management

?  Communicate maintenance issues requiring attention (e.g., flooding, equipment malfunctions)

?  Coordinate building hours and security, e.g. on holidays

?  Address HVAC needs, issues, server room cooling

?  Janitorial service

?  Parking

 

Seating

?  Manage assigned seating and situate new hires

?  Work with IT and manager of new hire to ensure associate has cube, phone, and computer equipment and is on all appropriate phone and mail lists

?  Ensure new hire has required administrative supplies and ergonomic equipment

 

Office Management

?  Coordinate ordering of all office supplies & services

?  Invoice Tracking

?  Interface with Finance department to manage and track all location-related invoices for payment (may be supplemented or replaced with an additional dedicated on-site Finance associate)

?  Assist Site Director/Manager with annual departmental budget planning

 

Security/Safety

?  Serve on corporate Safety Committee and participate in quarterly meetings via conference call

?  Address issues that regularly result from these meetings

?  Conduct regular site safety inspections and report back to committee

?  Coordinate CPR training of specified number of associates

?  Maintain safety supplies (lights, vests, etc.) and preparedness supplies (water, etc.), if any

?  Lead site?s Personnel Evacuation Team, including assigning roles

?  Execute regular safety & evacuation drills

?  Coordinate drills with other tenants in building

 

Documentation

?  Create and maintain site-specific Physical Security Procedures, Evacuation Plan including routes, maps, and procedures and Specialized Safety Policies documents

?  Ensure compliance with all safety & evacuation procedures; supervise site safety training

?  Serve as liaison with and ensure proper functioning at all times of the security alarm system

?  Manage security fobs or codes for all site associates

?  Administer security policy for site visitors (badges, sign-in, etc.)

 

 

Qualifications:



 

?  Possess high school diploma; AA or BA degree preferred

?  Demonstrate 3-5 years facilities maintenance experience

?  Strong customer service skills

?  Exercise discretion and diplomacy

?  Excellent organization and communication skills

?  Proficient in Microsoft Windows, Word, Excel, Outlook, and Visio

?  Multitask and work in a fast-paced environment

 

 

If you'd like to be a part of a team that is revolutionizing the way people think about insurance, please submit your resume to us by clicking on the following link: