Facility Services Coordinator

Penske; Reading, Northern (Berks County, KY); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Penske Truck Leasing/Transportation Solutions, headquartered in Reading, PA, seeks an Administrative Support professional to help manage Enterprise Facilities Services across US and Canada. The role focuses on service requests, PM scheduling, vendor coordination, and capital project support.

You will process invoices, evaluate vendors, and generate weekly/quarterly reports to enhance facility uptime and performance. Occasional travel and security screening are required.

Qualifications

• Bachelor's degree in Business, Accounting, Engineering, Construction or Maintenance (or equivalent experience).
• Smartsheet certification or experience with workorder/ticketing platforms.
• At least 1 year of trades knowledge or related experience.
• Knowledge of facility elements (lighting, HVAC, janitorial, roofing, etc.).
• Strong vendor, contract and RFQ/RFP management skills.
• Proficiency in MS Word, Excel, and Windows applications.
• Ability to travel and pass background check and drug screening.

Responsibilities

• Provide primary support to the Enterprise Facilities Service Department through the Centralized Facility Maintenance Request System.
• Triage service requests and prioritize by urgency.
• Evaluate and assign national and non-national vendors.
• Gather, evaluate and award proposals for services.
• Schedule and coordinate service activities for all locations.
• Maintain preventative maintenance (PM) schedules for all locations.
• Process incoming invoices for payment in Chrome River and Tririga.
• Produce weekly and quarterly reporting for Facility Maintenance; include work orders and vendor issues.
• Support Capital Planning projects with supervisor (lighting, LEED, etc).
• Interact with external vendor accounts receivable to ensure communication and resolution of payments.
• Onboard locations to corporate processes to maintain asset uptime and performance.

Skills

Work order systems

Vendor management

RFQ/RFP management

Trades knowledge

Analytical problem solving

Education

Bachelor's degree in Business/Accounting/Engineering/Construction/Maintenance

Tools

Smartsheet

MS Excel

Windows applications

Job description

Position Summary:

This position is primarily responsible for supporting programs and processes under the Corporate and Enterprise Facility Services department. The associate will provide support and direction for customer/associate service and maintenance requests, accounts payable, and various other project-related activities and support for Capital projects. The Enterprise Facility Services department is responsible for the management of over 1,200 PTL & PL locations across the US and Canada and over $ 10 million in maintenance and non-capital project spending annually. This position will also assist with smaller capital expense projects as part of the Enterprise Facility Maintenance Programs.

Major Responsibilities:

• Provide primary support to the Enterprise Facilities Service Department through the Centralized Facility Maintenance Request System
• Triage service requests and prioritize by urgency
• Evaluate and assign national and non-national vendors
• Gather, evaluate, and award proposals for services
• Schedule and coordinate service activities for all locations
• Maintain preventative maintenance (PM) schedules for all locations
• Process all incoming invoices for payment in Chrome River and Tririga.
• Maintain and Grow Enterprise Facility Service Programs by analyzing and evaluating locations that are not currently on a corporate-supported enterprise program
• Provide quotes/pricing to District leadership
• Onboard locations through the corporate process to maintain and increase facility and asset uptime and performance
• Produce weekly and quarterly reporting for Facility Maintenance on a routine basis. Reports include:
  • Incoming/Outgoing work orders reporting.
  • Escalation of issues for services by category/vendor.
  • Various monthly and weekly transaction reporting.
• Monthly presentation from update reports compiled by each department.
• Support Capital Planning projects in conjunction with supervisor(lighting, LEED, etc)
• Interact with external vendor accounts receivables departments to ensure clear communication and resolution of outstanding payments.
• Other projects and tasks as assigned.

Qualifications:

• Bachelor's Degree in Business, Accounting, Engineering, Construction, Maintenance preferred. If no degree, equivalent work experience is required
• Smartsheet certification (preferred), or other workorder/ticketing platform experience
• Minimum 1 year of trades knowledge or experiment (strong plus)
• Minimum 1 year of basic knowledge of various elements of the facilities including, but not limited to: lighting, janitorial services, HVAC systems, utility systems, roofing, paving, general maintenance, etc. preferred
• Task Management (knowledgeable in the Trades)
• General understanding of facility assets and programs preferred
• Knowledge of ticketing/work order systems
• Proficient knowledge in RFQ/RFP management , Vendor Management and Contract Management
• Excellent skills in Microsoft word, excel, and windows word processing
• Capital project administrative tasks
• Capital project financial process
• Strong analytical, problem-solving, and critical thinking skills.
• Regular, predictable, full attendance is an essential function of the job
• Willingness to travel as necessary, work the required schedule, work at the specific location required, complete Penske employment application, submit to a background investigation (to include past employment, education, and criminal history) and drug screening are required.

Physical Requirements:

• The physical and mental demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The associate will be required to: read; communicate verbally and/or in written form; remember and analyze certain information; and remember and understand certain instructions or guidelines.
• While performing the duties of this job, the associate may be required to stand, walk, and sit. The associate is frequently required to use hands to touch, handle, and feel, and to reach with hands and arms. The associate must be able to occasionally lift and/or move up to 25lbs/12kg.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

Penske is an Equal Opportunity Employer

About Penske Truck Leasing/Transportation Solutions

Penske Truck Leasing/Transportation Solutions is a premier global transportation provider that delivers essential and innovative transportation, logistics and technology services to help companies and people move forward. With headquarters in Reading, PA, Penske and its associates are driven by a dedication to excellence and a commitment to customer success. Visit Go Penske to learn more.

Job Function: Administrative Support

Job Family: General Administration

Address: 1041 N 75th Ave (PL)

Primary Location: US-AZ-Phoenix

Employer: Penske Truck Leasing Co., L.P.

Req ID: 2610440