Main Responsibilities and Required Skills for Facility Coordinator
A Facility Coordinator is a professional who is responsible for managing and maintaining a facility, such as an office building, school, or warehouse. They coordinate maintenance and repairs, oversee cleaning and janitorial services, and manage all documentation including contracts, budgets and schedules. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Facility Coordinators.
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Main Responsibilities of Facility Coordinator
The following list describes the typical responsibilities of a Facility Coordinator:
Achieve
Achieve Key Performance Indicators and Service Level Agreement targets.
Adhere to
Adhere to established policies and procedures.
Analyze
Analyze and summarize basic technical and relational information.
Answer
Answer and direct calls internally.
Assign
Assign asset tags to newly acquired equipment as required.
Assist with
Assist employees with preparing packages for delivery and pick up.
Assist Facility Management Team with tactical planning for the team's goals and objectives.
Assist Facility Manager to ensure all work is completed in accordance with contract requirements.
Assist finance team with PO and vendor invoice problems or issues.
Assist FM in vendor contract management and procurement process when applicable and required.
Assist in carrying out safety and emergency response activities as directed.
Assist in the implementation of energy management program when required.
Assist in the monitoring and assessment of vendor performance.
Assist in the procurement of vendors and services as required.
Assist staff in locating parts, supplies and materials.
Assist the Manager with the work order management system.
Assist with budgetary requests, analysis and reporting.
Assist with budgetary requests, analysis and variance reporting.
Assist with measuring and reporting key performance indicators against service level agreements.
Assist with move execution and coordination as requested.
Assist with receiving, dispatching, and planning of work requests.
Assist with site inspection within the assigned building portfolio.
Assist with the coordination and scheduling of maintenance.
Attend
Attend meetings as required.
Audit
Audit vendor performance, report back to the Facility Manager with recommendations.
Capture
Capture notes to bring back to the OHS team on how to improve our processes and procedures.
Check
Check all lights and replace as needed.
Check restrooms to make sure facilities are properly working.
Check status with the appropriate technician or vendor when needed.
Collaborate with
Collaborate with Project Management, Facility Management, and Transactions Teams.
Communicate
Communicate concerns, expectations and any needed follow up.
Complete
Complete assigned Safety training as needed.
Complete Supplier Measurement and Site Inspections on regular basis and follow up on actions.
Conduct
Conduct daily site inspection and follow up corrective action accordingly.
Conduct daily walkthroughs to ensure clean and organized office.
Conduct health screenings and temperature checks to all individuals entering the building.
Conduct meetings if needed.
Conduct regular audits to ensure safety procedures on site are in place and working.
Conduct site inspections as required.
Conduct site inspections, work audits and need assessments.
Coordinate
Coordinate and manage the studio fire wardens and equipment.
Coordinate and supervise clerical / administrative support function for move management team.
Coordinate and support all social events held within the building.
Coordinate ergonomic evaluations and place orders for the recommended / approved items.
Coordinate Health and Safety monthly inspections.
Coordinate site operations in accordance with all agreed policies, procedures and contract scope.
Coordinate the use of shared storage spaces on campus.
Coordinate with builder for pest control activity closure.
Coordinate with builder security for logistics requirement.
Coordinate with operations / vendors in executing the event requirements.
Coordinate with outside contractors for the service and repairs of equipment.
Coordinate with Regional Managers, Resident Managers, tenants to meet their needs and deadlines.
Coordinate work, as needed.
Create
Create and maintain Excel Budget reports.
Create the purchase orders.
Create work orders and assign work orders to the engineering staff, subcontractors, and vendors.
Determine
Determine the method and equipment best suited to resolve technical problems.
Develop
Develop and update OHS and emergency evacuation processes and procedures.
Develop technical and functional connections in the work environment.
Encourage
Encourage safe and secure work environment and practices.
Engage
Engage with all users and guide them to respective locations.
Ensure
Ensure adequate levels of training materials are on hand.
Ensure all Financial Management requirements are completed in a timely and accurate manner.
Ensure all purchase orders issued are updated accordingly.
Ensure appropriate follow up with customers, technicians, and vendors.
Ensure city, state and federal mandated inspections are complete.
Ensure client satisfaction throughout the move management process and furniture requests.
Ensure everyone in the building has authorized access.
Ensure prompt and accurate management of purchase orders in finance systems.
Ensure that the site's financial operations are meeting targets and control requirements.
Ensure the availability of audiovisual resources and maintains knowledge of campus A / V inventory.
Ensure to update the new assets in the asset tracker & update the relevant stake holders.
Establish
Establish relationships with the service providers.
Evaluate
Evaluate and negotiate terms and conditions of facility maintenance contracts.
Facilitate
Facilitate storage organization.
Facilitate weekly house meeting and ensure that house rules are being followed.
Follow
Follow established escalation procedures and incident reporting procedures.
Follow location security procedures for screening Inbound deliveries.
Follow the escalation matrix if anything wrong.
Follow the escalation process & matrix for any incident / issues (100%).
Follow up for assigned PO, work completion as per PO until invoice submission.
Follow up with appropriate vendors on maintenance and service calls to ensure timelines are met.
Follow up with clients to ensure customer satisfaction.
Implement
Implement and benchmark facility quality assurance programs.
Initiate
Initiate meetings to review move schedules and furniture requests with vendors and key stakeholders.
Interact with
Interact with the site client in an inviting and confident manner.
Interface with
Interface with vendors to provide accurate information regarding requested service.
Issue
Issue PO's in Clients Purchasing system to support the NCR process and client's routine requests.
Maintain
Maintain and organize pantry areas.
Maintain current work orders, canceling, reassigning, and completing work orders, as required.
Maintain current work order status in Corrigo.
Maintain facilities inventory list and reorder as required.
Maintain organization of instructions and updates where local rules or bylaws affect return to work.
Maintain premises in neat and good working condition at all times.
Maintain role as secondary contact for user relative to service requests.
Maintain shipping and receiving area.
Maintain stock and inventory control.
Maintain updated records, including lost and replacement fobs.
Manage
Manage all documentation including contracts, budgets and schedules.
Manage and handle the VRS system effectively.
Manage and maintain small facility management tasks as assigned.
Manage company fleet and leased equipment at the sites.
Manage or support client's on-site events.
Manage repairs and maintenance, minor works and other work requests, tracking to completion.
Manage third party COIs & landlord related issues.
Manage waste and ensure proper recycling and shredding.
Monitor
Monitor deviations and variances in schedules and find solutions.
Monitor PM service agreements and schedule Inspections as required.
Operate
Operate a computer and other office productivity machinery.
Order
Order, maintain, and organize all kitchen and office supplies.
Order necessary materials and supplies to complete all tasks.
Order office supplies, printer ink, coffee pods, snacks, and PPE while keeping inventory of stock.
Order weekly office supplies and other goods.
Oversee
Oversee and assist in weekly grocery shopping, menu planning, cooking and meal preparation.
Oversee and inspects the work performed by assigned outside contractors.
Participate in
Participate in the individual performance management program, and personal development.
Participate in the studio OHS and Fire Safety programs including running the monthly OHS meetings.
Partner with
Partner with Business Affairs and Finance.
Perform
Perform ergonomic assessments for employees and track and maintain ergonomic gear.
Plan
Plan and schedule maintenance tasks to ensure compliance with set service level agreements.
Plan and train staff on client's policies and requirements.
Prepare
Prepare and code invoices for facility manager's approval.
Prepare pertinent reports related to access cards usage.
Process
Process work orders and invoices for jobs done.
Promote
Promote a safe work environment by promoting a safety-first culture.
Provide
Provide ad-hoc assistance to campus staff for connectivity issues related to AV and IT equipment.
Provide a single point of contact for all campus moves.
Provide backup to Facility Supervisor.
Provide both one-to-one assistance and facilitates group workshops.
Provide coordination and support events, meeting and conference facilities as required.
Provide direct support to the Property Manager and FC Manager.
Provide general overall FC services including continuous monitoring of facility.
Provide general overall FM services including continuous monitoring of facility.
Provide input to monthly reports related to preventative maintenance task and repair work completion.
Provide process and procedures training and direction to new associates.
Provide support for client employees, and engineers.
Provide support for guests, visitors and employees at client locations.
Provide support for regular reporting packages.
Provide support to Project Managers.
Provide training to internal staff for financial programs, time sheets, reports, and cost tracking.
Read
Read and understand the applicable Service Level Agreements.
Receive
Receive, sort and distribute daily mail and deliveries.
Recommend
Recommend continuous quality improvement practices.
Request
Request, review, and submit work orders, bids, and proposals from vendors.
Research
Research new vendors, gather quotes and provide recommendations.
Respond
Respond quickly to emergency situations, summoning additional assistance as needed.
Respond to client inquires and complaints.
Respond to Client visit requirements within 24 hours of receiving the communication.
Respond to negative survey results, follow up with clients AA.
Review
Review and prioritize service calls and provides follow-up on outstanding site issues as needed.
Review assigned work orders.
Review test plans with QA & drive the code reviews within the team.
Schedule
Schedule and coordinate 3rd party services like cleaning crews.
Set
Set up and management of audio / visual equipment during workshops and special events.
Set up, maintain, and organize department's central files, information, filing, and messages.
Support
Support fellow Facility Coordinators with large scale projects on site.
Support reoccurring annual processes at sites.
Support Senior Project Manager with trafficking tasks.
Support the implementation and monitoring of disaster recovering and business continuity plans.
Support the team effectively as and when needed.
Take
Take initiative to drive projects.
Take initiative to proactively address guest needs and answer questions.
Take pride and ownership of the site so that it is clean, well maintained and safe.
Track
Track and monitor budget and spending and communicate with the manager as needed.
Track move and furniture costs and process invoices within.
Track requests and keep employees informed of the status and upcoming actions.
Track critical work orders as required.
Train
Train new vendors on company billing procedures.
Update
Update and maintain spreadsheets.
Update calendars and schedule meetings.
Update resigned access card checked & received.
Update training rosters on the online tool for new and terminated employees.
Use
Use tracking system to record inbound and outbound courier, freight and mail.
Work with
Work well within a team environment.
Work with contractors on building and equipment repairs.
Work with security to make sure first aid supplies are up to date and fully stocked.
Work with the Site Manager in planning and controlling annual and capital budgets.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Facility Coordinator:
MS Office
Building
Business
Hospitality
Property Management
Administrative
Client Contract
Client Relationship Management
Critical Facilities
Customizing Administrative Reports
Local Occupational Health
Safety Requirements
Service Delivery
Most In-demand Soft Skills
The following list describes the most required soft skills of a Facility Coordinator:
Organizational capacity
Written and oral communication skills
Multitask and work without direct supervision
Maintain professionalism at all times under stressful situations
Plan and manage work under time constraints
Collaborative style
Attention to detail
Problem-solving attitude
Team player
Self-starter
Communicate professionally in a clear and concise manner
Interpersonal skills
Responsiveness
Creativity in finding solutions for service delivery
Leadership
Confident
Flexible
Energetic
Customer focused
