Coordinator-Facilities

Essential duties and responsibilities:

• Assist with day-to-day management and operations of the Lakewood corporate campus.
• Manage small projects including office restacks, minor construction or renovation projects, site cleanup, and process improvements.
• Coordinate with vendors, contractors, and internal stakeholders to ensure timely and quality completion of projects.
• Develop and maintain facility-related processes and documentation.
• Assist in sourcing, negotiating, and managing vendor contracts related to maintenance, janitorial, security, and other facility services. Monitor vendor performance and ensure compliance with service level agreements.
• Support the setup and standing up of new field offices, including coordination of logistics and resources.
• Collaborate with brokers and field operations teams to facilitate site searches and lease negotiations.
• Develop and maintain standards for field office furniture, fixtures, and equipment (FFE) as well as overall office standards.
• Provide consultation, advice, and recommendations on field office facilities, including layout, maintenance, operational needs, and best practices.
• Identify project scope and develop cost estimates for field office projects.
• Manage projects to scope, schedule, and budget, ensuring alignment with organizational goals.
• Select vendors and collaborate with Procurement and Legal teams to secure contracts in compliance with company policies.
• Provide ongoing vendor management and oversight throughout project execution.
• Coordinate with stakeholders across departments to ensure clear communication and project alignment.
• Provide final acceptance and closeout of projects upon successful completion.
• Assist in managing field office budgets and track expenditures related to facilities and office setups.
• Support energy conservation, waste reduction, and sustainability programs within facilities to promote environmentally responsible operations.
• Monitor and report on project budgets, ensuring alignment with financial plans.
• Travel to field office locations as needed to support site visits, inspections, and project coordination.
• Communicate effectively with cross-functional teams to ensure alignment on facilities initiatives.
• Support continuous improvement efforts for facilities management processes.

Education:

• High School diploma or equivalent

Experience/Specific Knowledge:

• Proven experience (minimum of 5 years) in facilities coordination, project management, or related roles.
• Strong organizational and multitasking skills with attention to detail.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Experience working with vendors, contractors, brokers, Procurement, and Legal teams.
• Basic budgeting and financial tracking skills.
• Excellent communication and interpersonal skills, with the ability to manage significant stakeholder communication.
• Willingness and ability to travel to field office locations as required.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and project management tools.

Certifications, Licenses & Registrations:

• Must possess and maintain a valid driver’s license and a driving record satisfactory to the company and its insurers (for travel). 

Competencies, Skills & Abilities: 

• Ability to manage multiple projects simultaneously and meet deadlines.
• Basic budgeting and financial tracking skills.
• Excellent communication and interpersonal skills, with the ability to manage significant stakeholder communication.
• Willingness and ability to travel to field office locations as required.

Physical Demands: 

All of the physical requirements listed below are those that may be necessary for an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Minimal safety hazards; general office working conditions.

• Must be able to sit for prolonged periods of time. 

• The employee is regularly required to use hands to type, touch, handle, or feel. The employee is required to talk and hear. The employee is frequently required to stand and reach with hands and arms. The employee is occasionally required to walk and climb or balance. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. 

Working Conditions: 

• Occasional overnight and weekend travel may be required. 

• May be required to carry a cell phone, and be available to respond during working and non-working hours.

• The successful candidate will be required to clear a drug screen and a complete background check, including credit report for certain positions, after an offer has been extended and prior to being employed.

Supervisory Responsibility:

• None

PREFERRED EDUCATION, EXPERIENCE, CERTIFICATIONS, COMPETENCIES, SKILLS, & ABILITIES: 

Above the minimum requirements; not required but advantageous in this position:

• Demonstrated progressive administrative responsibilities, specific to property management or facilities management field is highly desirable. 

• Ongoing education in a related field such as IFMA and/or BOMA will be considered.

Compensation:

• The hourly range for this position will be $30.63-$43.27/hr.