Facility Coordinator

The Facility Coordinator is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency.

The position reports to the Facility Manager and is responsible for providing security and office support and coordinating and planning meetings and events.

Success Criteria

• 3 years Office Management Experience in similar role (required)
• ISS’s client requires all employees and subcontractors to have received the COVID 19 vaccine and to be fully vaccinated before entering the client’s worksites.
• Proof of vaccination is required at time of hire.
• Self-starter who can work unsupervised with ability to adapt to a fast-paced environment.
• Present a professional appearance and conduct.
• Understand and be proficient in customer service and satisfaction at all levels, including executive level leadership.
• Auditing experience (strongly preferred)
• Vendor management - sourcing, ordering, liaising with building maintenance services (preferred)
• Comply with safety rules, policies, and procedures.
• Perform work assignments - comfortable and proficient in prioritizing and multitasking tasks.
• Follow all company procedures, policies, and rules.
• Take direction and respond to supervision.
• Communicate with the Facility Manager, co-workers, and customers professionally.
• Use proper personal protective equipment.

Key Areas of Collaboration and Influence

• A solid commitment to the guest experience
• Always remember safety first
• Contributes to team effort by accomplishing related results as needed.
• Build respectful relationships with all teammates and quests.
• Willingness to take directions from all levels of management.
• Coordinate activities with other internal departments.

Ideal Candidate Experience

• Graduation from high school or its equivalent
• 3 years’ experience in office / property management (corporate environment)
• Hospitality experience : hotel management / front desk / or concierge is applicable / beneficial.
• Knowledge of Microsoft Office functions (Word, Excel, PowerPoint) & Teams
• Demonstrated ability to organize, direct, and perform high level supervisory duties in a manner conducive to full performance and high morale.
• Excellent writing skills and the demonstrated ability to develop written reports and action plans.
• Demonstrated ability to identify problems within an office and to develop feasible solutions in a calm and professional manner.
• Considerable people skills
• ISS’s client requires all employees and subcontractors to have received the COVID 19 vaccine and to be fully vaccinated before entering the client’s worksites.

Proof of vaccination is required at time of hire.

Key Accountabilities

• Issue, collect, and inventory badges for employees, visitors, and contractors.
• Comprehensive knowledge of the organization, functions, responsibilities, and procedures of the office
• Considerable knowledge of personnel policies and procedures and demonstrated ability to use those policies and procedures to resolve problems.
• Monitor cameras, check equipment, and act as point of contact for equipment issues.
• Access control, register visitors and contractors, and ensure they are escorted when on property.
• Coordinate fire evacuations when needed / scheduled.
• Maintain key inventory ensuring that all keys are accounted for; Alert security if keys are missing or damaged.
• Source, schedule, and coordinate third party vendors.
• Coordinate a wide range of details such as meeting room set-ups, clean up, and audio-visual equipment.
• Monitor and order office, conference room supplies, shipping, other consumables; custodial supplies and, shipping supplies (boxes; packaging, etc.)
• Assist with all-hands meetings off-site.
• Provide a well-maintained, welcoming office environment, and offer support to all visitors.
• Schedule and support meetings and appointment
• Act as liaison with facility contact by making suggestions for and supporting implementation of office improvements.
• Offer support by printing and presenting meeting agendas during normal business hours.
• Serve as point person for office manager duties including maintenance, mailing, print services, supplies, and equipment.
• Send / Receive / Ship mail and packages to recipient (fedex, Office Depot etc.)
• Use operational knowledge of the facilities / sites to provide or guide swift resolution to any challenges experienced by employees or guests.
• Maintain personal awareness of all site and team procedures, embracing and implementing new procedures swiftly when received from Management.
• Support the site management team with continuous improvement to services and procedures.
• Establish and carry out projects and organizational goals, policies, and procedures.
• Assist in management of a preventive maintenance and CM programs. This will include / parallel the tech support we provide patch / paint / repair / heating, air conditioning and maintenance and repair of buildings and all the kitchen equipment.
• Supporting compliance to all H&S certifications requirement and legal constraints (ISO 14001, 27001 and other ISOs & OHSAS 18001) and up to date H&S policies, guidance and procedures and conduction of a full annual audit to support compliance with legislation.

Specific Task Examples

• Daily walkthroughs and checklists (including checking for and reporting damage to, entranceways, security cameras, server room temperatures, lighting, hvac, rest facilities
• Attending daily, weekly, monthly, and ad hoc phone and virtual video meetings
• Creating and inputting purchase orders for goods and services in various computer software systems
• Preparing and organizing paperwork and digital evidence for compliance audits
• Check machinery in server rooms for bar codes and equipment serial #s for record keeping.
• Learning about and understanding facilities systems like HVAC, UPS, Fire extinguishing
• Planning for and arranging preventative and reactive maintenance for HVAC units, UPS systems, plants on site, plumbing and electrical issues;

directing / overseeing vendors to do the work.

• Operating computerized CCTV systems playback search functions
• Keeping inventory of furniture and assets at site, placing stickers, scanning
• Scanning, changing batteries, troubleshooting sensors.
• Taking CO2 atmospheric readings
• Involvement in event / catering planning / setup / breakdown
• Comply with basic security functions, fire safety (be a fire warden)
• Check in everyone who enters site, make sure each person belongs.
• Manage and order pantry & office supplies, restock shelves / displays.
• Ordering temporary help and training / acclimating them for work
• Light cleaning, wiping, moping of light spills or soils.
• Placing and removing of signage around the site

Physical Demands & Work Environment

• Work up to 8 hours a day on your feet, excluding breaks.
• Must be able to lift to 50 lbs.
• Come to work properly dressed according to the dress code.
• Employee must be able to work under pressure and time deadlines during peak periods.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Occasionally exposed to wet and / or humid conditions

The noise level in the work environment is frequently loud.