Facility Coordinator

What You’ll Do:

1. Provide hands-on meeting and event support as needed, including assisting with room reservations, participating in planning calls, entering furniture set-up work orders, and collaborating closely with JLL to ensure successful execution, including some weekend or evening support.

2. Manage vendor relationships by overseeing third-party service providers, ensuring compliance with contractual agreements, service level expectations, and company standards.

3. Collaborate with JLL, contractors, and property managers to ensure timely completion of repairs and maintenance tasks. Actively managing performance and ensuring alignment with preventative maintenance (PM) programs.

4. Process and manage requisitions related to facilities contracts, operating expenses (Opex), and capital projects; ensure timely and accurate invoice processing in coordination with accounting.

5. Support University employees with campus office and conference room reservations. This may include process streamlining, updates to SOPs, updates to knowledge-based articles and updates to the real estate and facilities website to ensure the most up to date information on campus office, workstation and conference room reservation processes are documented and available to staff.

6. Administer and manage key operational systems and contracts, including Ricoh services and the OfficeRnD room reservation platform, ensuring efficient functionality and user satisfaction.

7. Project manage campus relocation and space planning initiatives.

8. Perform other duties as assigned or apparent.

NOTE: The Primary Accountabilities above are intended to describe the general content and requirements of the position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or most of the Primary Accountabilities listed above. Specific goals or responsibilities will be documented in incumbents’ performance objectives as outlined by the incumbents’ immediate manager.

Supervisory Responsibilities

None

MINIMUM EDUCATION AND RELATED WORK EXPERIENCE:

• High School Diploma or GED

• Three (3) years of working in real estate or facilities management, including vendor management experience

ADDITIONAL QUALIFICATIONS:

• Bachelor’s degree preferred

• A general knowledge of real estate transactions with thorough knowledge of lease administration

• Project management experience

• Results-oriented with the capacity to manage multiple processes, projects, and activities concurrently

• Ability to work independently to solve problems and effectively manage complex and sensitive issues

• High level of analytical skill

• Strong customer focus and experience

• Ability to communicate in both written and verbal format to all organizational levels; significant level of interpersonal skills to be able to respond to inquiries from various parties

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