Main Responsibilities and Required Skills for Facilities Coordinator
A Facilities Coordinator is responsible for coordinating with property management regarding maintenance and facilities issues. They oversee facilities-related activities and ensure compliance with insurance, legal, health and safety obligations. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Facilities Coordinators.
Get market insights and compare skills for other jobs here.
Main Responsibilities of Facilities Coordinator
The following list describes the typical responsibilities of a Facilities Coordinator:
Achieve
Achieve Key Performance Indicators and Service Level Agreement targets.
Administer
Administer and monitors CMMS Work Order Request System and vendor records.
Allocate
Allocate the expenses and prepare reports to client.
Apply
Apply health and safety standards and appropriate precautions.
Assemble
Assemble swag bags and ship to new hires.
Assess
Assess and develop approaches for standardized processes, work flow and issues resolution.
Assist in / Assist with
Assist all departments with location needs ie. Security, Finance, etc..
Assist delivery of customer and property services within the site.
Assist Facility Manager with all assigned duties.
Assist Head Office with monthly client invoicing.
Assist in carrying out safety procedures as requested.
Assist in communicating clear timelines, ownership, objectives & guidelines.
Assist in Facilities organized events and activities, running specific events as needed.
Assist in the creation of Requests for Proposals (RFP's) to solicit pricing from multiple vendors.
Assist in the management of vendor register.
Assist in the monitoring and assessment of vendor performance.
Assist in the planning and execution of facility standards and best practices.
Assist Sourcing with management of COIs in Corrigo.
Assist to manage mailer performance, including HP contract mailer.
Assist to provide the accurate seating plan to support space management.
Assist to receive and verify the monthly statement.
Assist with conference room assembly for meetings.
Assist with delivery and receipt of non-hazardous chemicals.
Assist with emergency response efforts during and after regular business hours as needed.
Assist with physical access security tags for new hires / terminations & visitors.
Assist with receptionist coverage from time to time.
Assist with researching, analyzing, and reporting budget variances.
Assist with the coordination and scheduling of maintenance activities.
Assist with the coordination and scheduling of preventative maintenance activities.
Assist with the re-sourcing of other aspects of Jones Lang LaSalle's operation as required.
Assist with vendor management and oversite (I.e.
Assist with work order analysis and reporting.
Attend
Attend meetings as required.
Build
Build lasting relationships with the right vendors and suppliers.
Build relationships by engaging clients in authentic, personable conversations.
Build strong working relationships with key client representatives.
Clean
Clean equipment and maintain a schedule for the cleaning of parking garages.
Clean restrooms and replenish sanitary supplies such as toilet paper and hand soap.
Communicate
Communicate additional charges to student.
Communicate any Property Management needs to the Boston Properties Management team.
Communicate issues, actions and results in real-time to the right stakeholder.
Complete
Complete ad hoc projects as dictated by management and approved by Office Manager.
Complete mandatory trainings annually.
Conduct
Conduct apartment inspections to include move-ins and move-outs.
Conduct daily walkthroughs to ensure clean and organized event, office and storage spaces.
Conduct quarterly space audits.
Confirm
Confirm proper insurance is in place, provide access, and monitor the repairs.
Control
Control the forms used in a Health and Safety Plan.
Convey
Convey confidence in providing and receiving pertinent information.
Coordinate with
Coordinate and maintain corporate suite.
Coordinate and monitor all project and contractor activities for properties from start to finish.
Coordinate and monitor the contractor management program.
Coordinate and schedules service work requests and preventative maintenance tasks with staff.
Coordinate and track the shipping and receiving of packages for the organization.
Coordinate best allocation and utilization of space, re-organizing of current premises.
Coordinate day-to-day operational aspects of projects and scope.
Coordinate special events in support of client or JLL when requested.
Coordinate training of facility vendors.
Coordinate with accounting team on invoicing and payments.
Coordinate with operations in executing the event requirements.
Coordinate with operations / vendors in executing the event requirements.
Coordinate with property management regarding maintenance and facilities issues.
Create
Create, manage, and close all construction jobs in Yardi.
Create memorable experiences with a warm, welcoming personality.
Deliver
Deliver all projects directly under your control to program, budget and standards.
Develop
Develop initiatives and strategies that lead to cost savings and service improvement.
Develop project & relocation scope / schedule of works, addressing Client & Business requests.
Direct
Direct experience managing and orchestrating office moves of large groups of staff members an asset.
Empty
Empty and clean waste receptacles, including large and / or heavy bins.
Enjoy
Enjoy organizing and coordinating events.
Ensure
Ensure all Finance Management requirements are completed in a timely and accurate manner.
Ensure apartment inventory is complete.
Ensure apartment is ready for cadet to move-in on agreed date.
Ensure appropriate follow-up with customers.
Ensure appropriate follow up with customers, co-workers and vendors.
Ensure compliance to all OH&S, Environment and Risk Management Policies and Procedures.
Ensure compliance with insurance, legal, health and safety obligations.
Ensure compliance with JLL H&S processes and procedures, including internal and external audits.
Ensure data accuracy and timeliness of all Corrigo and government work orders.
Ensure delivery of committed services and overall satisfaction with Jones Lang LaSalle.
Ensure disaster recovery and business continuity planning is implemented and maintained.
Ensure equipment is maintained per the regular maintenance schedule.
Ensure messaging is consistent and in line with directions given by the manager.
Ensure prompt and accurate management of purchase orders in JDE.
Ensure that current contracts are maintained to provide necessary supplies and services.
Ensure that regular communications on minor moves and changes are conducted.
Ensure the team adhere to all the procedures as described in the procedural standards manual.
Ensure work is completed in accordance with procedures.
Execute
Execute student ticket requests.
Focus
Focus on building health, attractiveness and cleanliness.
Follow
Follow protocol for effective building-specific maintenance and safety procedures.
Follow up
Follow up for assigned PO, work completion as per PO until invoice submission.
Follow up with clients to ensure customer satisfaction.
Foster
Foster an environment of constant, quality communication between the team and the client.
Gather
Gather information for project completion status and / or health and safety investigations.
Greet
Greet and guide visitor / client at their arrival.
Improve
Improve processes, systems and overall client satisfaction where necessary.
Include
Include both internal and external contacts.
Insure
Insure data entry in all systems is up-to-date and accurate.
Keep
Keep good communication with client.
Keep good communication with landlord and schedule monthly meetings with the landlord.
Liaise with
Liaise and work collaboratively with colleagues (FM, Engineering, Project Mgmt.).
Look for
Look for new ideas and creative solutions to overcome challenges.
Maintain
Maintain contracts for in-house goods and services, etc..
Maintain current work order status in Corrigo.
Maintain duplicate office keys in good order.
Maintain files on work orders, proposals, and department files.
Maintain high standards of housekeeping of facility.
Maintain log of maintenance and repair programs as required.
Maintain on site vendor records.
Maintain organized invoice and contract files.
Maintain security by following procedures.
Maintain source documents, bid responses and other pertinent files.
Maintain strong relationships and act as an advocate in management of contractors.
Maintain third party contractor relationships and ensure quality and cost effectiveness.
Manage
Manage access control by distributing inventory of key cards.
Manage and monitor site work tickets / work orders.
Manage invoices, FM purchase orders and provide monthly expenditure reports to the FM Manager.
Manage out of office errands and other responsibilities as required.
Manage relationships with key stakeholders.
Manage site to ensure proper optimal operations.
Manage the online database of images, artwork and materials related to the events.
Manage vehicle use requests.
Meet
Meet, coordinate and manage vendors for facility work and source new vendors for facility projects.
Meet or exceed site Key Performance Indicators (KPI's).
Monitor
Monitor work order volumes and turnarounds, notifying facilities manager of any potential concerns.
Order
Order various supplies (first aide cabinet, snacks, etc.).
Oversee
Oversee facilities-related activities.
Oversee minor improvement projects at the site.
Oversee the recruitment, scheduling and training of all new cleaning services staff.
Oversee the signage for brand compliance and relevance.
Oversee waste management, including e-recycling and biohazardous waste disposal.
Perform
Perform all other tasks as requested by management.
Perform any ad hoc duties assigned by superior when required Finance Management.
Perform building minor repairs and maintenance (internal and external).
Perform daily tours of the assigned office building and grounds.
Perform invoice tracking and coding for all assigned sites.
Perform maintenance and inspection functions as needed.
Perform other job-related duties and special projects as assigned.
Plan
Plan, scope and execute small construction projects (either as ad-hoc or as a roll out).
Prepare
Prepare operation monthly report.
Prepare outgoing mail for shipment, including USPS, FedEx, and messenger shipments.
Provide
Provide administrative support to FM team (assist w / landlord requests, etc).
Provide administrative support to the RFM and the regional team.
Provide assistance for contract management.
Provide back-up support and cover to absent team members.
Provide building services support and assists in resolving emergence issues that may arise.
Provide Call logging services in accordance with the service guidelines.
Provide exceptional communication to clients.
Provide facility specific assistance to the facility management team as needed or requested.
Provide information on Vendor passes.
Provide required documentation to landlord.
Provide required reporting, data, and dispatch updates for assigned units of business.
Provide support for meetings and conference room reservations, as needed and directed.
Purchase
Purchase office and pantry supplies and ensure delivery are on time and with accurate quantity.
Query
Query system and provide reports as needed.
Receive
Receive and post compliance posters for People Team and Legal.
Receive and respond to maintenance request from departments and centers in a timely manner.
Receive outgoing mail and apply correct postage.
Reconcile
Reconcile monthly invoices for review and sign off.
Resolve
Resolve invoice discrepancies daily.
Respond
Respond, follow up and close - both via email and in person.
Responds to emergencies at the facility as directed.
Restock
Restock pantry items in the snack / break rooms and beverage machines.
Review
Review and monitors day-to-day outsourced Facilities contractor performance, and project completion.
Review, approve, and reconcile all expenditures from service providers.
Schedule
Schedule and prioritize tasks and ensure adherence to procedures, regulations and guidelines.
Schedule and coordinate own work in cooperation with other employees.
Schedule technician to attend any issue found and record findings.
Seek
Seek to continuously improve processes, systems and overall client satisfaction.
Seek to Elevate others and reimagine what is possible.
Set
Set Move-in day schedule to assure smooth transition and positive Member Experience.
Supervise
Supervise office staff members and other department personnel as assigned by the Director.
Support
Support major capital projects at the site, as needed.
Support our client's internal and external health, safety and environmental audits.
Support the awareness of COVID safety measures and protocols to main physical distancing.
Support the business with on-going facility and team related responsibilities.
Support the facilities manager with all business critical projects and changes.
Support the FM and Property team with new store acquisitions process.
Support the Hub Manager in complying with local legislative requirements regarding EHS.
Support the Hub manager in maintaining the facility.
Support training and loss prevention awareness programs to company officials.
Take
Take ownership of customer issues and proactively seek to resolve them quickly.
Think
Think on feet in crisis / emergency situation.
Track
Track all visitors, including vendors, visiting employees and guests.
Track progress of work orders submitted to monitor status.
Track required permits and ensure that permit invoices are received and processed in a timely manner.
Track and reports metrics such as usage, income figures, budget.
Train
Train new employees on local office policies and use of equipment and systems.
Train vendors on work order and billing procedures.
Undertake
Undertake and able to apply building Emergency Procedures.
Undertake routine health and safety site inspections to all areas of the building.
Update
Update inventory record in Q Pulse.
Verify
Verify all activity performed by suppliers and associated pricing matches agreed upon contracts.
Verify final invoice pricing and process payments in a timely manner.
Welcome
Welcome visitors by greeting them.
Work with
Work closely with janitorial staff to coordinate services per requests.
Work in compliance with the provisions of the Occupational Health and Safety Act.
Work on items as directed by their manager or other managers in the group.
Work proficiently and safely with hand and power tools.
Work with building management and engineers on maintenance, repairs and service requests.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Facilities Coordinator:
Hospitality
Facilities
Critical Facilities
Local Occupational Health
Safety Requirements
Specialized Services
Business
MS Office
Client Relationship Management
Client Contract
Service Delivery
Risk Management
Microsoft Office Suite
MS Outlook
Facility
Fire Protection System
Stakeholder Management
BMS System
Chiller System
Basic Technical Aspects of Property
Finance Management
Accounting
Customizing Administrative Reports
Property Administration
Building Systems
Commercial Real Estate
Most In-demand Soft Skills
The following list describes the most required soft skills of a Facilities Coordinator:
Written and oral communication skills
Organizational capacity
Problem-solving attitude
Confident
Interpersonal skills
Energetic
Flexible
Work independently with little direction
Deal with stressful situations
Team player
Collaborative style
Multitask and work without direct supervision
Plan and manage work under time constraints
Customer focused
Maintain professionalism at all times under stressful situations
Presentation
Deal with ambiguity
Effectively deal with stressful situations
Detail-oriented
Leadership
Solve complex problems
Attention to detail
Client focused
Relationship management
Work well with others to meet targets
