Facilities Coordinator

Seattle Symphony; Seattle (WA); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Medical Insurance

Dental and Vision Insurance

Long-Term Disability

AD&D Insurance

Life Insurance

ORCA pass for transit or onsiteParking

403b retirement plan with employer匹配

Vacation and Sick Time

Personal days

Paid holidays

Birthday off

Employee Assistance Program

Job summary

The Seattle Symphony is seeking a Facilities Coordinator to provide administrative and organizational support for the Facilities Department in a dynamic, event-driven setting. You will manage vendor contracts, process invoices, and maintain records across CMMS and facilities practices.

With 2+ years of related experience, you will coordinate scheduling, assist with writing procedures, and support safety documentation while ensuring timely communications to staff, contractors and patrons.

Qualifications

• High school diploma or GED required; two-year degree preferred.
• Ability to comprehend and interpret instructions and write routine reports.
• 2+ years of related admin/coordination experience in a fast-paced, event-driven environment.
• Strong MS Office skills (Word & Excel) and customer service mindset.
• Experience with CMMS or asset management is preferred; familiarity with wage processes is a plus.
• Excellent communication and interpersonal abilities for coordinating with staff, contractors and patrons.

Responsibilities

• Create, distribute, track and maintain vendor contracts and project records.
• Process facilities invoices and route for approval; ensure timely payments.
• Maintain contracts, project records, drawings and maintenance files.
• Support CMMS deployment and generate reports as requested.
• Issue building keys in cooperation with People and Culture; maintain key inventories.
• Provide administrative support to Facilities Director and committee meetings.
• Support special projects and maintain safety documentation; attend meetings as Secretary.

Skills

Excellent communication

Customer service

Attention to detail

Organizational skills

Interpersonal skills

MS Office

Education

High school diploma or GED

Two-year college degree preferred

IFMA/BOMA accreditation advantageous

Tools

CMMS

Asset management

MS Word

MS Excel

Job description

*On-site role; 40 hour work week

Position Overview:

The primary responsibility of the Facilities Coordinator is to provide exceptional administrative and organizational support for the Facilities Department, in an event driven organization. Responsible for administrative systems, procedures, record keeping and reporting for the Facilities Team. The Facilities Coordinator monitors projects, processes and reviews supplier invoices, supports and coordinates planning & scheduling of internal and vendor maintenance and repairs as assigned. The Facilities Coordinator administrates the Facilities CMMS system, assists with the creation of written facilities and engineering procedures, and event coordination as needed.

Qualifications:

High school diploma or general education degree (GED) required; two-year college degree preferred

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence

2 + years recent related work experience and/or professional administrative office support and project coordination experience – required; working knowledge and experience in facilities management in a fast-paced, event driven environment – preferred

Strong computer skills with proven proficiency in MS Office including Word & Excel

Previous experience with CMMS, asset management and Washington State prevailing wage processes – preferred.

Excellent communication and customer services skills, both written and verbal

Prior experience in a customer service role

Must have attention to detail, organized, and interpersonal skills to deal with contractors, visitors, patrons, staff and musicians

Accreditation from IFMA, BOMA or other industry associations would be advantageous

Essential Job Functions:

• Create, distribute, track and maintain vendor contracts, related documents and project records for professional services. Investigate potential vendors for various items / materials and solicits bids as assigned.
• Collect, provide coding for and route for approval all Facilities Department invoices. Follow up with staff and vendors to insure timely payment processing.
• Create and maintain organized historical reference documentation in the form of contracts, project records, drawing files, report files, inventory and maintenance records
• Support computerized maintenance management system (CMMS) deployment and use through making entries, creating and providing reports as requested.
• Support the issuance of building keys in cooperation with People and Culture and the maintenance of key records and inventories.
• Provide administrative assistance to Facilities Director including setting up meetings and preparing correspondence, including communicating timely notice of service disruptions and updates to staff and other stakeholders.
• Provide administrative support to the Garden of Remembrance advisory committee. Maintain all pertinent records, distribute agendas, record meeting minutes, assist with special events.
• Support special projects as defined by the Facilities Director
• Maintain Facilities emergency response and employee safety documentation. Serve on the Safety Committee as Secretary, responsible for distributing and posting meeting minutes, maintaining records, and recording meeting minutes.
• Provide information to vendors, facilities staff and service providers as required to ensure excellent coordination and execution of work with minimal disruption, as needed
• Requires regular attendance, punctuality and adherence to agreed-upon schedule(s) with willingness to work flexible and occasional extended hours as needed and/or assigned

Physical Requirements:

The physical requirements described here must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The functions of this position are performed primarily in an office environment

Regular activities include frequent sitting, standing, walking, reaching and bending

This position may require occasional pulling, lifting and climbing stairs

Ability to speak, hear and communicate clearly while handling staff inquiries, telephone calls and customer requests

Specific vision abilities require close visual acuity for viewing a computer screen and reading, preparing, entering and/or analyzing data

This position requires repetitive motions of the wrists, hands and fingers for typing at a standard keyboard and regular pinching, picking up and holding pencils and other desk tools

Must have the ability to lift 30 pounds as needed

Benefits:

Excellent Medical, Dental and Vision Insurance (PPO, low deductible)

Employer paid Long-Term Disability, AD&D and Life Insurance

Employer paid ORCA pass for Metro, Sound Transit, the WA State ferries, or other public transport system or onsite parking

403b retirement savings plan with employer matching at 1 year

10 days Vacation Time, 10 days Sick Time

2 personal days

11 paid holidays per year

Your birthday off!

Employee Assistance Program

The Seattle Symphony values diversity and inclusiveness in the workplace. Individuals who bring diverse backgrounds and perspectives are encouraged to apply. It is our policy to provide equal employment opportunity (EOE) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Seattle Symphony will provide reasonable accommodation for qualified individuals with disabilities.