Facilities Coordinator

ZipRecruiter; Newark (NJ); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company in facilities management is seeking a dedicated individual to provide remote support for its New Jersey office. The role involves overseeing work orders, managing vendor relations, and ensuring office cleanliness and safety. Ideal candidates will have experience in facilities management and strong organizational skills.

Qualifications

• Experience in facilities management or related field.
• Strong organizational and communication skills.
• Ability to manage multiple tasks and priorities.

Responsibilities

• Administers work-order system and ensures timely completion.
• Coordinates supplies ordering and logistical support for events.
• Performs health and safety inspections and maintains office cleanliness.

Skills

Facilities Management

Logistical Support

Vendor Management

Budget Tracking

Health and Safety Inspections

Job description

Job Description:

• Provides remote facilities management support to all offices within the East geography as needed.
• Administers and monitors the work-order system, ensuring requests are properly assigned and completed in a timely manner.
• Serves as a point of contact for catering requests for the NJ office.
• Assists with onboarding of new hires in NJ.
• Oversees the delivery of maintenance, services, and repairs in the offices.
• Assists in the administration of contracts with facilities vendors.
• Ensures service level agreements with vendors are met.
• Coordinates the ordering of supplies such as office supplies, pantry stock, catering, special orders, PPE, etc.
• Provides logistical support for onsite events, including meeting room setups, catering, and janitorial services.
• Reviews and processes invoices and expense reports with correct accounting codes.
• Maintains high standards of office cleanliness and housekeeping.
• Oversees proper storage of materials and consumables, performs weekly walkthroughs to minimize clutter.
• Assists the Facilities Manager in estimating, controlling, and tracking the operating budget.
• Performs regular health and safety inspections, ensuring emergency equipment is up to date.
• Coordinates workstation ergonomics assessments.
• Coordinates desk arrangements for new hires, moves, and leavers.
• Maintains an updated occupancy database.
• Handles shipping and receiving of mail and couriers.
• Collaborates with internal departments such as IT, HR, and Marketing.
• Establishes strong relationships with property managers, building engineers, security, and other staff.
• Manages office security systems and access cards.
• Identifies and implements sustainability initiatives.
• Performs additional administrative duties as assigned.