Description
POSITION PURPOSE
The Facilities Coordinator will serve as the liaison between employees, our facility management company, and outside contractors dispatched to repair and restore services for all TCC locations. This position will be responsible for reviewing maintenance requests, coordinating and dispatching appropriate resources, and monitoring to ensure all services are completed in a timely manner within budget.
ESSENTIAL DUTIESTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Communicate with and update employees and management on the status of the work orders, Service Providers expected onsite, anticipated completion timeframe, and follow up when repairs have been completed.
- Monitor, review, edit and process maintenance requests through the online portal to include rewriting, coding, and making outbound calls to the landlords/stores/employees/vendors if more information is required.
- Maintain working relationships with existing service providers, suppliers, vendors, and contractors while assisting with building preferred provider database.
- Review and approve quotes for services provided by vendors selected to perform maintenance for stores.
- Initiate outbound calls to TCC store employees and vendors when follow up is required.
- Collect vendor information relevant to work status such as W-9 forms, License, and Certificates of Insurance.
- Review and approve invoices for accuracy and work to resolve any discrepancies.
- Verify and track warranty information on repairs, parts, equipment.
- Resolve Vendor inquiries for payment / invoice status.
- Work with other internal teams to complete necessary tasks to resolve requests.
- Resolve local requests at the corporate locations as needed.
- Complete business license forms for new locations and renewals. File with local municipality.
- This brief summary is not an all-inclusive description of job duties. Other job duties and responsibilities may also be assigned by the incumbent's manager at any time based upon Company need
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
The requirements listed below are representative of the knowledge, skill, and/or ability necessary to perform this job.The ideal candidate with be self-motivated, quick thinking, well organized with excellent people skills.
- Working knowledge of building maintenance and repairs.
- Ability to prioritize and multi-task in a fast-paced environment.
- Excellent time management and problem-solving skills.
- Strong written and oral skills.
- Knowledge and basic understanding of Microsoft Office programs.
- Previous experience using a facility management software program, project management, and or construction management experience is a plus.
EDUCATION and/or EXPERIENCE
A High School Diploma or General Education Degree (GED) required.
LANGUAGE SKILLS
Able to read and comprehend instructions, correspondence, and memos. Writes routine reports and correspondence. Presents information in one-on-one and/or group situations to customers, clients, managers and other employees of the organization and/or responds to questions and complaints.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Able to stand and/or walk over 35% of the time.
Able to sit within an office environment approximately 65% of the time.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Typically works in an office environment Monday through Friday 9am-6pm or 11am-8pm.
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