Building Operations Coordinator

Delcora; Media (Delaware County); Hybrid; USD 38,000 - 60,000; Full time

Job summary

The County of Delaware Department of Public Works in Media, PA seeks a dependable Building Operations Coordinator to greet visitors, answer phone lines, and coordinate building maintenance. You will manage conference room reservations, process invoices in SAP, and track CMMS requests for the county-owned property.

Under the Real Property Manager, you will support space moves, space reconfigurations, and parking operations while maintaining professional occupancy relations with tenants and

Qualifications

• High School Diploma or equivalent.
• Two (2) years previous responsible clerical experience, computer skills preferred.
• Ability to maintain confidential information and exercise discretion and sound judgement.
• Excellent verbal and written communication skills.
• Advanced organizational skills.
• Self-starter with the ability to work independently.
• Flexible team player who contributes to a positive work environment.
• Ability to handle frequent interruptions while maintaining composure and professionalism.
• Ability to handle multiple critical tasks simultaneously and carry tasks to completion.
• Knowledge and skill with modern office equipment (fax, copier, telephone, typewriter).
• Strong computer and word processing skills with working knowledge of Microsoft Office, internet navigation.
• Ability to learn software, such as SAP, or other programs.

Responsibilities

• Register visitors and contractors entering and exiting the building.
• Greet and assist County employees and visitors entering and exiting the building.
• Coordinate building maintenance services with approved external vendors.
• Manage conference room reservations for county departments.
• Process invoices through SAP and track payments with vendors.
• Enter maintenance requests into CMMS for roof leaks, plumbing, heating, and A/C problems.
• Enter lease renewal/termination data into CMMS for Real Property Manager.
• Prepare memorandums and general correspondence to building occupants.
• Coordinate parking assignments and issue parking decals.
• Maintain lobby appearance and coordinate security plans with County Park Police.

Skills

Verbal communication

Written communication

Organization

Confidentiality

Multitasking

Customer service

Microsoft Office

SAP

CMMS

Education

High School Diploma or equivalent

Tools

SAP

CMMS

Job description

The Department of Public Works is responsible for identifying and prioritizing capital work within the County of Delaware. The department prepares, implements, and oversees the Capital Improvement Program to ensure the strategic prioritization and investment of resources. The department is also the central point of contact for management of County leases.

The County of Delaware is seeking a dependable, customer focused, and motivated individual to serve as the administrative lead for operations at a County owned property in Media, PA.

Working under the direction of the Real Property Manager, the Building Operations Coordinator will greet and direct visitors, answer the general phone line, and coordinate building maintenance services performed by approved, external vendors.
The employee’s primary work location will be in Media, PA.

• Register visitors and contractors entering and exiting the building.
• Greet and assist County employees and visitors entering and exiting the building.
• Work with Real Property Manager to maintain a positive working relationship with building tenants.
• Address building concerns and issues and notify the Real Property Manager to reach resolution.
• Create and maintain cross-departmental relationships by providing communications to building occupants.
• Manage the conference room reservation system. When required, enter reservations on behalf of County departments for various conference rooms throughout the building.
• Accept and sign for packages and deliveries to the building on behalf of County departments and coordinate notification and pickup by the appropriate County department.
• Monitor the CCTV system as needed and report issues to concerns to the Real Property Manager and County Park Police, if required.
• Support the Real Property Manager and County Staff to coordinate all moves into, within, or out of the building.
• Assist with space reconfigurations and event setups.
• Coordinate and provide daily management of parking assignments at the building. Manages parking registrations and distributes parking decals.
• Maintains a professional and welcoming appearance for the lobby area.
• Coordinate the property security plans and protocols with the Real Property Manager and County Park Police.
• Manage and maintain the physical and electronic files for the building.
• Process all invoices through the SAP System by way of check requests and purchase requisitions.
• Track and reconcile invoices and status of payments with vendors and contractors providing services to the building.
• Respond to vendors about status of payments.
• Enter all maintenance service requests into the computerized maintenance management system for the building such as roof leaks, plumbing problems, heating, and air conditioning problems, and general office repairs.
• Enter and track critical data in the computerized maintenance management system for County lease renewals and terminations on behalf of the Real Property Manager.
• Prepare memorandums, letters and general correspondence to building occupants.
• Perform other duties, tasks, and special projects as assigned.

Qualifications

• High School Diploma or equivalent.
• Two (2) years previous responsible clerical experience, computer skills preferred.
• Ability to maintain confidential information and exercise discretion and sound judgement
• Excellent verbal and written communication skills
• Advanced organizational skills
• Self-starter with the ability to work independently
• Flexible team player who contributes to a positive work environment
• Ability to handle frequent interruptions while maintaining composure and professionalism.
• Ability to handle multiple critical tasks simultaneously and carry tasks to completion.
• Knowledge and skill with modern office equipment (fax, copier, telephone, typewriter)
• Strong computer and word processing skills with working knowledge of Microsoft Office, internet navigation
• Ability to learn software, such as SAP, or other programs.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred Skills, Knowledge & Experience

• Ability to follow protocols.
• Ability to handle and resolve recurring problems.
• Ability to remain focused on daily operations.
• Familiarity with Delaware County facilities is a plus.
• Commercial Real Estate Background a plus.

Computer Skills

To perform this job successfully, an individual should have:

• Basic computer proficiency, including Microsoft Outlook, Word, Excel, and computerized maintenance management systems (CMMS).

Physical Demands

While performing the duties of this position, the employee is frequently required to sit and talk
or hear. Occasionally, the employee will need to stand. On rare occasions, the employee will need to walk; reach above shoulders; bend at the waist; kneel, stoop, crouch or squat; and climb stairs. Ability to carry and move 25 lbs. of material.

• There are no specific vision requirements for this position.