Facilities Coordinator - Hybrid

Tokio Marine North America Services; Bala Cynwyd (PA); On-site; USD 45,000 - 55,000; Full time

Job summary

A leading company in the insurance industry is seeking an Associate to support facilities operations. The role involves coordinating office relocations, managing equipment inventories, and ensuring timely completion of projects. Ideal candidates will have experience in facilities management and strong project management skills. Join a dynamic team committed to excellence and customer service.

Qualifications

• 1-3 years of facilities and/or real estate experience.
• Strong writing and communication skills.
• Ability to manage multiple, changing deadlines.

Responsibilities

• Assists Facilities team with relocations and installations.
• Maintains office equipment inventories and lease schedules.
• Coordinates budget and expense requirements for projects.

Skills

Project Management

Communication

Customer Service

Financial Analysis

Tools

MS Office

Job description

Provides support to all offices, including areas of facilities, security, office equipment, and vendor services.

Essential Job Functions:

1. Assists the Facilities team with office relocations, expansions, and scheduling installations of services and support structures in conjunction with home office support staff, local management, and vendors.
2. Maintains office equipment inventories and lease schedules, including scheduling equipment installations, upgrades, and replacements.
3. Coordinates budget and expense requirements for projects.
4. Maintains the primary facilities SharePoint site and public document libraries as needed.
5. Coordinates office furniture installations and changes with vendors and internal staff.
6. Reviews real estate contracts for accounting, recordkeeping, and identification of key dates and clauses in lease documents.
7. Coordinates Statements of Work (SOWs) and contracts with management for vendor services and legal teams as needed.
8. Ensures all lease documents are posted to the Contracts site within 10 business days of lease agreement completion.

Qualifications:

• 1-3 years of facilities and/or real estate experience.
• Proficient in MS Office tools, especially Word, Excel, and PowerPoint.
• Basic knowledge of activities involved in developing and maintaining physical office spaces and facilities.
• Ability to employ tools, techniques, and technologies to manage facilities budgets.
• Strong writing and communication skills.
• Customer service orientation with the ability to meet or exceed expectations.
• Strong project management skills: planning, organizing, monitoring, and controlling projects to ensure timely completion.
• Interpersonal skills: able to work collaboratively with diverse groups.
• Ability to analyze financial data related to invoices and expenses.
• Capability to manage multiple, changing deadlines and priorities.
• Ability to work independently and as part of a team.

EEO Statement:

Tokio Marine Group of Companies is an Equal Opportunity Employer committed to attracting, developing, and retaining qualified employees regardless of age, race, gender, disability, or other protected statuses.

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative

Industries

• Insurance