Facilities Workplace Coordinator

Job Title

Requisition

Location

Additional Locations

Job Description Summary

Job Description

Position Summary:

• Under supervision from the Facilities Manager, perform professional duties coordinating the daily operations of a leased 58,700 sq. ft. facility in Malvern, PA.

Key Responsibilities:

Essential Functions

• Assist with maintaining the facility between 8 am and 4:30 pm Monday through Friday with partial coverage at the reception desk.

• Work as a valued member of the Facilities Team to deliver customer service to all employees in Malvern, PA.

• Monitor the "Malvern.Facilities" mailbox and work order system. Review and update work order list when tasks are completed.

• Conduct regular walkthroughs of the facility to note preventative maintenance needs and prioritization of maintenance, janitorial and special trades (electrical/plumbing) type work.

• Assist Facilities Manager with gathering quotes for miscellaneous contractor R&M work.

• Assist with on-boarding/off-boarding of employees and assist employees with packing files

• Assist employees with small moves and office configurations.

• Supervise vendors conducting maintenance work on the premises; ensure work is completed in accordance with the SOW, proposal, or contract agreement.

• Assess repairs of minor maintenance items and equipment, utilize tools to repair equipment.

• Set-up & break-down rooms for meetings and special events.

• Check and stock whiteboard supplies for offices and conference rooms and enclaves.

• Backup support coverage of the reception desk as needed

• Maintain key / lock spreadsheet and issue office / furniture keys.

• Communicate issues to the janitorial staff and notify them when any service is needed.

• Maintain a safe working environment for employees.

• Support other duties as requested

• Ensures all policies and procedures of the facility are followed.

Receptionist Duties

• Greet guests, review credentials, issue visitor badges, alert host of arrival.

• For incoming calls, qualify and direct all people to the appropriate person or department.

• Ensure Points of Contact and Key Personnel are summarized and posted at the desk, review and understanding of appropriate call forwarding, etc. will be continuously reviewed and practiced.

• Identify and ensure vendors sign-in (plumbers, janitorial, electricians, etc.) and notify facilities staff of their arrival.

• Assist manager with physical security badge access controls

• Hotel & Office Reservations: Direct hotel office occupants to proper locations; assist with the map and layout.

• Conference rooms - scheduling and assistance with meetings and overall needs of occupants while they meet others in the space.

Qualifications:

Skills/Competencies:

• Proficiency in MS Office suite (Outlook, Word, Excel). General knowledge and experience in planning, prioritizing, and organizing a complex workload.

Optional Skills:

• Ability to learn new software. Examples include Adobe Acrobat, SharePoint, Card access and CCTV (Security software).

Working Conditions

• Office work environment with some light materials/box handling, and minor room set-ups. Arrangement of tables and chairs on wheels as well as the use of hand trucks and carts will be expected. General furniture moving tasks. Will be required to lift objects up to forty pounds occasionally. Overall willingness to assist with emergency day porter functions in the absence of janitorial staff on-site. Other duties as assigned with or without accommodation.

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