Assistant Facilities Soft Services

**Job Title**

Assistant Facilities Soft Services
**Job Description Summary**

Assist with the operation, troubleshooting, diagnostics, housekeeping, and repairs on commercial buildings

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The Senior Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supporting the facility management team with on-going facility and team related responsibilities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Provide general overall facility management services including continuous monitoring of office/facility
- Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery
- Follow up with clients to ensure customer satisfaction
- Respond to all facility inquiries and complaints, verify problem and take the necessary corrective action
- Remain knowledgeable regarding all operational aspects of building systems
- Coordinate with outside contractors for the service and repairs of equipment
- Follow protocol for effective building-specific maintenance and safety procedures
- Maintain on-going communication with contractors, client, and team
- Assist with the inspection of the sites within the assigned building portfolio
- Create work orders and assign work orders to the engineering staff, subcontractors and vendors
- Report on open and closed work orders and check the status of open work orders with the assigned party
- Request, review and submit work orders, bids and proposals from vendors
- Verify final invoice pricing and process payments in a timely manner
- Assist in the monitoring and assessment of vendor performance
- Train vendors on work order and billing procedures
- Manage complex work orders such as environmental issues and disaster recovery
- Manage service and performance of vendors and landlords for timely completion of jobs
- Create and record appropriate written communication between all parties
- Schedule and document maintenance and repairs on building equipment
- Communicate frequently with client, landlords and vendors to resolve issues and provide project status updates
- Provide process and procedures training and direction to new associates
- Coordinate special events in support of client
- Assist with measuring and reporting key performance indicators against service level agreements
- Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work product

KEY COMPETENCIES

1. Communication Proficiency (oral and written)

2. Customer Focus

3. Initiative

4. Sense of Urgency

5. Multi-Tasking

6. Detail Oriented

7. Financial Knowledge

8. Time Management Skills

9. Team Oriented

IMPORTANT EDUCATION
- High school diploma or a General Equivalency Diploma (GED) required
- Associates or Bachelors degree in facilities management, building, business or other related field preferred

IMPORTANT EXPERIENCE
- A minimum of 3-5 years of experience in an administrative, accounting or tenant services capacity
- Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications
- Previous customer service experience
- Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred