Facilities Sr Coordinator

Job Description

In the role of Real estate & Facilities Sr. Coordinator, the primary responsibilities will include: Workplace Management: Assists with overall management of the office premise, functions and activities on site including daily building operations, staff occupancy, reception and guests and office supply and maintenance vendors. Assists with overall management and coordination of outsourced and in-house facilities functions and team members with a goal of creating a best-in-class office environment focusing on hospitality, sustainability, and service. Embracing the Workplace of the Future model of shared desking and using the desk reservation system tool as a guide, assisting with the overall management of the daily and weekly occupancy of the office to help staff stay comfortable and productive. Respond to facilities work requests from staff and management, execute solutions, manage tasks through completion and follow up to measure results. Assist with overall management of office communications and on-site employee engagement events. Engage and maintain relationships with local and regional company leaders, as well as building property managers and stakeholders, and lead cross function teams to ensure engagement and effective outcomes. Maintain customer relationships with outside consultants and vendors, building property management and communicate back to staff and facilities leaders as appropriate. Facilities Accountability: Assist with the management of the desk hoteling system, locker assignments and parking for local office ensuring compliance with corporate policies and guidance. Responsible for repair and maintenance of entire office including environmental systems, interior fit out, furnishings, equipment, and appliances. This includes oversight of mechanical, plumbing, and electrical technicians, reporting and resolving hazards, non-compliance, damage and wear and tear, as well as maintain all required maintenance logs and filings. Oversee the management of supplies, food and beverage including cafes pantries and food service and contracts, special requirements for office related events and celebrations, inventories, and PAR level practices. Manage caterers and servers when needed. Maintain office cleaning and tidiness processes including daily and periodic office cleaning using green cleaning materials and practices, kitchen and pantry equipment and dishware, special items like flooring and air handlers, and any unique needs. Set expectations and schedules for cleaning staff and follow up on all janitorial services. Champion sustainability including recycling and composting, engage in sustainable procurement of office supplies, support initiatives promoting sustainable office environments and employee engagement activities, manage and continually update energy, water and waste consumption data for corporate record keeping. Lead and manage employee health and safety. Maintain and oversee emergency action plans for building and office suite; act as safety officer and conduct trainings as required including fire, natural disasters, and oversee ergonomic assessments; manage indoor air quality, water purity and surface safety; ensure all health and safety guidelines are documented, communicated, and continually upheld. Maintain first aid kits, AED machines and fire extinguishers and other required life safety items. Maintain site security ensuring secured doors, proper staff and visitor access and sign in procedures are followed, camera functionality, proper egress and life safety equipment is maintained, emergency drills and trainings are conducted and other life safety compliance. Working with office leadership, help to arrange bookings and calendars for large meetings when necessary and ensure effective audio visual, acoustic, and lighting, meeting space cleanliness and food and beverage if required. Responsible for on-site mail, deliveries, couriers including local vendor oversight and tracking. Manage external vendor relationships and prepares quotes and bid requests for approval. Track facilities operations to uphold contracts for repairs and maintenance, trash and recycling, pest control, security vendors, and plants. Coordinate with property manager and owner representative on certificates of insurance, compliances for life safety, other related items. Assist with budgets and forecasts, identifying opportunities for efficiencies, cost savings as well as needed infusions for repair and maintenance. Responds to all site facilities work tickets, closing service requests and tracking metrics and user satisfaction. Consults with management on office design guidelines and construction to reflect the Workplace of the Future and modernization of office environments; identify capex budget requirements as improvements are warranted. Maintain environmental graphics including signage and wayfinding and brand incorporation as per corporate standards. Document and maintain facilities fixed assets, record inventories and report changes to corporate facilities and accounting. Support facilities management on ad hoc tasks and projects, some may be related to regional or global facilities projects. Applied Skills and Proficiencies Ability to keep schedules and spreadsheets on all facilities related processes such as: inventories, staff support schedules and tasks, maintenance logs and site inspections, sustainability metrics, receiving and dispatching post and parcels. Create planning schedules including targets and milestones, manage workflow and adhere to deadlines and budgets with ability to recognize and communicate when time and financial adjustments are required. Reviews large projects, financial and policy changes and strategic decisions with manager for direction and approval. Able to use spreadsheets, word, PowerPoint, and email to effectively communicate options, value, and recommendations to finance, accounting, legal and others. Conduct periodic facility assessments identifying areas of risk, deferred maintenance, savings opportunities and executing corrective action plans including documenting and communicating all plans and actions. Demonstrates technical and subject matter expertise and exercises judgment within defined policies and procedures for solving problems and obtaining solutions. Qualifications Strong management ability, excellent self-control and judgment, and clear communication of directions. Bachelor s degree in field related to corporate facilities management, hospitality, administration, or business and seven (7) plus years of relevant experience required. Additional credentials and relevant certifications preferred. Project management capabilities including planning, budgeting, contracts, minor construction oversight, reporting, compliance, and commissioning. High proficiency in Microsoft Office suite of products including excel, word, and PowerPoint including ability to create and document budgets and project plans. Excellent at writing and communication skills. Ability to publicly represent company with internal and external stakeholders. Builds relationships and true partnerships with business partners by understanding and empathy. Service-oriented with strong focus on relationship development. Detailed oriented with strong planning, organization, and ability to work and make decisions independently. Excellent verbal and written communication skills. Ability to lead and direct outside vendors with professionalism; experience in working with outside contractors. Must be able to read, write, and speak fluent English and ability to speak local languages (Tamil & Hindi) additional advantage.