Facilities Coordinator

Flagship Facility Services, Inc.; San Jose (CA); On-site; USD 41,000 - 48,000; Full time

Benefits offered by this job

None

Job summary

Flagship Facility Services, Inc. is seeking a Facilities Coordinator who will oversee and monitor work volumes and performance metrics across the IFM business.

You will manage systems like Work Force Dimensions, Workday, Tableau and Smartsheets, coordinating with operations to ensure timely delivery and business continuity. The role requires experience in IFM, strong communication, and leadership, with daily interaction across supervisors, managers and leadership.

Qualifications

• Bachelor's degree or equivalent, 4–10 years related experience and/or training.
• Proficient in Kronos Workforce Dimensions and Workday.
• Strong written and verbal communication skills.
• Bilingual English and Spanish preferred.

Responsibilities

• Manage weekly Operations Workbook review calls with follow-up actions.
• Ensure safety compliance including monthly training and metrics.
• Track employee time, attendance, overtime, LOA and related data.
• Analyze Kronos reports and assist with billing and variances.
• Train new supervisors and managers on Kronos and Workday.

Skills

IFM experience with Mobile Technicians

Bilingual (English/Spanish)

Communication skills

Team leadership

Analytical thinking

Education

Bachelor's degree or equivalent

Tools

Kronos Workforce Dimensions

Workday

Outlook

Excel

Tableau

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. The pay rate or range for this position is: $30.00 to $35.00 per hour

Job Summary

The Facilities Coordinator is responsible for overseeing and monitoring overall work volumes: financial, operational and quality metrics related to performance across the IFM business. Management and system administration of various systems including, but not limited, to Work Force Dimensions, Workday, Tableau and Smartsheets. Coordination with operational teams and internal departments to ensure timely management and business continuity.

Essential Functions

• Manage the weekly Operations Workbook review calls which include preparing in advance, and documenting required follow up actions.
• Work with Safety team to ensure overall safety compliance including monthly training, vehicle operating metrics, safety observations, etc.
• Work with field teams to assist in tracking employee time and attendance, overtime, meal break compliance, LOA. This involves regularly working with supervisors, managers, Directors, and Executive leadership.
• The ability to communicate effectively and confidently engage at all levels is critical to success.
• Review, analyze and manage Kronos Workforce Dimension reports, including master/actual, overtime, floor work hours, unscheduled hours, T&M and meal compliance.
• Work with managers and supervisors as needed to fix issues, develop action items with documentation.
• Report variances in reports to upper management as they occur.
• Train all new supervisors and managers on Kronos Workforce Dimensions, Kronos reports, and Workday.
• Produce weekly job hours forecast with specific action items for accounts under and over targeted hours.
• Review Mobile Team (Techs, Paint, Specialty Cleaning) for billing analysis and against customer contractual requirements.
• Follow up with managers on reported expenses that do not have the correct documentation.
• Participate in all weekly strategy calls with operations team.
• Participate in end of the month financial review meetings with leadership.
• Participate in future systems implementations/upgrades
• Review manager workbook data and train new managers on proper completion of workbook functionality.

Knowledge and Skills

• An experienced leader with IFM and Mobile Technicians industry experience
• Bilingual English and Spanish preferred
• Excellent oral and written communication skills required.
• Ability to work well with others and motivate people.
• An energetic, forward-thinking, and creative individual with high ethical standards and an appropriate professional image.
• A strategic visionary with sound technical skills, analytical ability, good judgment, and strong operational focus.
• A well-organized and self-directed individual who is a team player.

Education and Work Experience

• Bachelor's degree or equivalent; or four to ten years related experience and/or training; or equivalent combination of education and experience.
• Proficient in Kronos Workforce Dimensions, Workday, Outlook and Excel

Work Environment

• Small-to-large work environment.
• Fast paced work environment.
• The noise level in the work environment is usually moderate.
• Exposed to a combination of normal office type environments and shop environments.
• Regularly exposed to dust, odors, oil, fumes and noise.

Requirements

• Be able to pass a criminal background requirements
• Clean driver’s license

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.
• While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk or hear.
• Ability to stand, walk, and sit for long periods of time.
• The employee may occasionally lift and/or move a minimum of 50 pounds of office or facilities equipment (pumps, tools, ladders) and ability to safely install rigging/lifting devices.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work Authorization

Authorized to work in the U.S.

Equal Employment Opportunity Employer

Flagship is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law.

Americans with Disabilities Act

Under the Americans with Disabilities Act, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their job.

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us! We started with a simple idea—to deliver a higher standard of customer service. The way we deliver facilities services has evolved over the past 30 years – along with technology and our clients’ needs. Our core fundamental is unchanged: From the CEO to the front-line workers, every Flagship employee works together to build long-term relationships with our clients by doing whatever they need to do to get the job done.

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