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Facilities Coordinator ID-5775

Description
We are offering a contract to permanent employment opportunity for a Facilities Coordinator in Provo, Utah. This role is integral to our operations, serving as a key point of contact for various departments and vendors, and ensuring the smooth operation of our facilities. The Facilities Coordinator will be responsible for a variety of tasks, including managing daily site facilities tasks, maintaining office and kitchen supplies, handling mail and shipping, and ensuring the overall cleanliness and organization of the office.

Responsibilities
• Serve as the primary contact for employees, contractors, vendors, and various departments such as IT, HR, Real Estate, Workplace Programs, Security and Health & Safety.
• Manage daily facilities tasks, promptly addressing and resolving any issues or requests.
• Coordinate with reception staff to provide coverage for breaks and lunch, welcome visitors and employees, answer phone calls professionally, and route calls as necessary.
• Maintain an adequate stock of office, cleaning, and kitchen supplies, ensuring that the office is well-equipped and functional.
• Handle mailroom duties such as distributing incoming mail, preparing outgoing shipments, and providing support for sub-tenant mail services as needed.
• Scan and process time-sensitive documents such as checks, invoices, tax, and legal documents.
• Utilize ERP software to manage vendors, submit scopes of work, track approval flows, request project POs, submit invoices, and maintain accurate records of project costs.
• Collaborate closely with the Facilities Team, Sourcing/Procurement, Accounts Payable, Security, Vendors, Project Managers, the building's landlord, and their property manager.
• Ensure the office's cleanliness and organization by overseeing cleaning services and managing the maintenance of common areas such as the kitchen, break rooms, supply room, copy rooms, floors, and conference rooms.
• Update building signage as required, including employee nameplates.

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Description
We are offering a contract to permanent employment opportunity for a Facilities Coordinator in Provo, Utah. This role is integral to our operations, serving as a key point of contact for various departments and vendors, and ensuring the smooth operation of our facilities. The Facilities Coordinator will be responsible for a variety of tasks, including managing daily site facilities tasks, maintaining office and kitchen supplies, handling mail and shipping, and ensuring the overall cleanliness and organization of the office.

Responsibilities
• Serve as the primary contact for employees, contractors, vendors, and various departments such as IT, HR, Real Estate, Workplace Programs, Security and Health &  Safety.
• Manage daily facilities tasks, promptly addressing and resolving any issues or requests.
• Coordinate with reception staff to provide coverage for breaks and lunch, welcome visitors and employees, answer phone calls professionally, and route calls as necessary.
• Maintain an adequate stock of office, cleaning, and kitchen supplies, ensuring that the office is well-equipped and functional.
• Handle mailroom duties such as distributing incoming mail, preparing outgoing shipments, and providing support for sub-tenant mail services as needed.
• Scan and process time-sensitive documents such as checks, invoices, tax, and legal documents.
• Utilize ERP software to manage vendors, submit scopes of work, track approval flows, request project POs, submit invoices, and maintain accurate records of project costs.
• Collaborate closely with the Facilities Team, Sourcing/Procurement, Accounts Payable, Security, Vendors, Project Managers, the building's landlord, and their property manager.
• Ensure the office's cleanliness and organization by overseeing cleaning services and managing the maintenance of common areas such as the kitchen, break rooms, supply room, copy rooms, floors, and conference rooms.
• Update building signage as required, including employee nameplates.
Requirements
• Proficiency in using Computerized Maintenance Management System (CMMS)
• Experience and knowledge in using a Management System
• Advanced proficiency in Microsoft Excel
• Familiarity with Microsoft Office Suites, including Word, PowerPoint, and Access
• Ability to effectively use Microsoft Outlook for communication and scheduling
• Experience with the About Time software or similar time tracking systems
• Understanding of managing conference rooms including scheduling and maintenance
• Excellent customer service skills, with a focus on servicing facility users
• Ability to handle documentation tasks such as filing, organizing, and archiving
• Experience in performing receptionist duties, including handling calls, receiving visitors, and managing mail distribution

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When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

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