Facilities Coordinator

ISS Facility Services - North America; Boston (MA); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Disability insurance

Paid leave

Job summary

ISS Facility Services - North America is seeking a Facilities Coordinator in Boston, MA. The role coordinates daily office services, vendors, and maintenance activities to support multiple projects with budget awareness and adherence to standards.

Ideal candidates have 3 years’ experience in facility management, a facility management certification, and strong MS Office skills. The position emphasizes teamwork, communication, and customer service in a fast-paced environment.

Qualifications

• Certification in facility management or equivalent.
• 3 years’ experience in facility management.
• Microsoft Office – Outlook, Excel, Word.
• Excellent customer service skills.
• Ability to work with a budget.
• Ability to read and understand standard business documentation.
• Strong organizational and team building skills.
• Proven ability to manage multiple projects simultaneously.

Responsibilities

• Coordinate daily requirements and requests to operate and facilitate office services.
• Set up all office services vendors and supervise their work onsite.
• Ensure facilities are safe and cost-effective per approved requirements.
• Communicate objectives and expectations to build the site team.
• Work with the Facility Manager to maintain the operations budget.
• Maintain open lines of communication with customers and partners.
• Follow policies and uphold company standards; manage project schedules.
• Track changes and produce updated site-based schedules.

Skills

Customer service

Organization

Teamwork

Communication

Time management

Education

Facility management certification

Tools

Microsoft Office

Job description

Hourly Wage

ISS offers full-time employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program based on employment status. The annual salary range for this position is $31.00 per hour-$31.00 per hour. Final compensation will be determined based on experience and skills and may vary from the range listed above.

Work Hours

The work hours for this position are Mon-Fri, 3:30 am - 3:30 pm

Key Purpose

The Facilities Coordinator is responsible for coordinating activities and resources in support of projects that impact multiple departments, systems, or work-flows with moderate to high risk and complexity or multiple projects simultaneously with lesser risk and complexity. The Facility Coordinator works with Facility Manager to ensure account operations in accordance with approved operating guidelines and budget. The Facility Coordinator will schedule preventative maintenance, respond to urgent maintenance calls, and participate in the creation of emergency preparedness plans.

Success Criteria

• Delivery on contract promises, increased effectiveness and/or efficiency of delivered services through deployment of ISS standards and concepts leveraging innovation and best practice opportunities’
• Successful delivery of prioritized projects and programs
• In partnership with internal and external stakeholders understand upcoming priorities and linking project delivery to the needs of the business
• Deployment of relevant projects following the global/local standards while having complete ownership of project roll out and completion
• Develop own skill base in line with agreed appraisal, taking responsibility for increased performance, and ensuring continued self-improvement
• Participate and embrace the development opportunities

Key Areas of Collaboration and Influence

• Communicate effectively with colleagues within the Business Unit and across the company so that information is disseminated effectively and participate in project groups and meetings as required
• Account Organization
• Risk Management and Compliance
• Customer Organization
• Local Excellence Functions
• External Partners and Suppliers
• Account dedicated People & Culture, HSE, and Finance
• Promote the IFS model within the ISS community
• Transfer best practice
• Use the account to promote and further develop ISS

Ideal Candidate Experience

• Certification in facility management or equivalent
• 3 years’ experience in facility management
• Microsoft Office – Advanced Outlook, Excel, Word
• Excellent customer service skills
• Ability to work with a budget
• Ability to read and understand standard business documentation (e.g. contract language)
• Solid written and oral communication skills
• Strong organizational and team building skills
• Proven ability to work on several projects simultaneously and under tight schedules
• Must be a team player and committed to working in a quality environment

Key Accountabilities

• Coordinate daily requirements and requests to operate and facilitate office services for the company
• Set up all office services vendors and be onsite supervising their work
• Ensures that account facilities are operated and maintained in a cost effective and safe condition in accordance with the approved customer’s requirements to fulfill contractual obligations
• Communicates operating philosophy, objectives, and expectations in a continuing effort to build the site team
• Work with Facility Manager to maintain the operations budget for all areas
• Maintains open lines of communication with customer, alliance partners, and operations mangers
• Complies with all company policies and procedures and adheres to company standards
• Develops and maintains a detailed project schedule which includes administrative tasks of all sites involved in the project
• Ensure coordination of the interfaces of all disciplines within Operations
• Responsible to track project changes and produces updated site-based schedule as agreed with upper management
• Maintain inventory levels
• Other Job Duties as assigned
• Code invoices for approval to correct cost centers and process for payment
• Oversee and/or coordinate special projects required by the Facilities Department

Physical Demands & Work Environment

• Long working hours
• Sitting at a computer for 50% of the time
• Walking/Inspecting the site 50% of the time
• Must be able to lift a minimum of 10 pounds
• Must be able to work under pressure and time deadlines during peak periods
• For California employees, suitable seating is available for this position.

HSEQ Compliance

All employees must adhere to Health, Safety, Environment, and Quality (HSEQ) policies and procedures to ensure a safe and compliant work environment. This includes following safety protocols, maintaining environmental responsibility, and upholding quality standards in all tasks. Employees are expected to actively participate in HSEQ training and report any potential hazards or compliance concerns.

As a global organization, ISS Group is committed to making the international community more resilient and just for all people. We encourage diversity and inclusion in their broadest terms, including ethnicity, race, age, gender, gender identity, disability, sexual orientation, religious beliefs, language, culture, and educational background. We look to lead our industry by example and to positively influence the market wherever we operate.